Office Assistant/Appointment Scheduler (45080)

Job DetailsLevel: ExperiencedJob Location: Winslow Indian Health Care Center - Winslow, AZ 86047Position Type: Full-TimeEducation Level: High School DiplomaTravel Percentage: NegligibleJob Shift: DayUnder general supervision of the Radiology Manager, the Office Assistant/Patient Scheduler provides support to the program or department by performing clerical, administrative support tasks and manage the appointment system for the Radiology Department. Upholds the principles of WIHCC’s Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

 

Essential Duties & Responsibilities:


Maintains regular attendance and punctuality.
Performs positive customer services, maintains professional etiquette to greet patients/family, visitors, and courteously answers inquire or requests.
Directs customers to the appropriate staff, room or department. Receives telephone calls and directs the calls to the appropriate party.
Receives medical referrals and faxes to Medical Records.
Assists in notifying patients on date and time of appointment(s) including cancelation of appointments.
Maintains an accurate filing system. 
Discards outdated information according to the administrative record schedule.
Retrieves, logs-in, sorts, distributes and tracks in-coming correspondence, facsimile, for appropriate staff, including mail from local vendors.
Assist in directing patients to appropriate staff, clearing queries and communicating requests to appropriate Radiology staff.
Responsible for and assists with preparation for meetings, agenda, meeting minutes taking, notifying appropriate individuals for attendance of the meeting.
Actively participates in Radiology Department Team meetings.
Assists Radiology Department activities as assigned.
Reviews and maintains appointment calendar for Radiology Department.
Manages Did Not Keep Appointment (DNKA) and no show appointments list and reschedules in a timely manner.
Communicates regularly with Radiology staff to ensure program operations.
Attends annual mandatory in-services training that pertain to the Community Health Services. 
Prepares Oracle requisitions, purchase orders for the Radiology Department as assigned.
Attends continuing education/training opportunities as funds or availability allow.
Upholds all principles of confidentiality and patient care to the fullest extent.
Adheres to all professional and ethical behavior standards of the healthcare industry.
Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
Possesses cultural awareness and sensitivity.
Maintains compliance with all Human Resources requirements.
Performs other duties as assigned.

QualificationsMinimum Qualifications:

High school diploma or GED. One year experience in an office environment preferred. Previous experience in the handling of patient health information and/or medical records is strongly preferred. General knowledge of PC software and other related office equipment. Bilingual skills in English and Navajo language preferred. Must maintain a valid unrestricted and insurable driver’s license. Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act).

 

Knowledge, Skills, Ability


Knowledge off Resource Patient Management System (RPMS) packages such as RCIS/CHSMIS, PTRG, PCC, and the scheduling package. 
Knowledge of the Privacy Act, HIPAA, HITECH Act and the WIHCC Policy and Procedures, as well as the use of maintaining confidential information and health records as an integral part of the interviewing office function and the privacy of individuals.
Knowledge of strong work ethics in the workplace.
Knowledge of basic application of confidentiality.
Knowledge of basic computer skills, e.g. Outlook, Word, Excel, PowerPoint.
Knowledge of procurement policies and correct process of purchasing supplies and equipment.
Skill in the use of computers with solid typing skills.
Ability to maintain records and files.
Ability to willingly learn and to share information with others.
Ability to work both independently and as part of a team.
Ability to be dependable in attendance and job performance.
Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job.
Ability to accept and learn from feedback.
Ability to communicat