SUMMARY: Performs medical, clerical and reception duties to support the physician in the examination and treatment of patients in an outpatient setting in a timely fashion. Performs duties in support of the University’s and the school’s mission and in accordance with all applicable policies and procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Clerical/Reception:
Checks patients in and out through billing system.
Verifies demographics and insurance information and updates in billing system.
Verifies patient’s insurance through insurance lists and/or via insurance web sites.
Collects appropriate co-pays from patients.
Retrieves referrals for appropriate visits and enters into billing system.
Completes batches as scheduled prepares the deposit for pickup.
Answers the telephone with a pleasant and helpful demeanor.
Schedules patient appointments through billing system to maximize use of physician and staff time.
Triages messages and provides patient assistance within scope of training and experience. Routes other calls to appropriate personnel, i.e., clinical staff, physician etc. Directs calls that require immediate attention to the appropriate person.
Inputs messages into EMR system, as appropriate.
Signs in and out to the answering service daily as directed.
Arranges for patient care services at other facilities, including surgeries, preadmission testing, etc.
Calls for pre-authorizations and pre-certifications as required by the patient’s insurer.
Coordinates requests for prescriptions from patients, provides chart to physician, telephones prescriptions at the direction of the physicians, and makes notation in the patient chart with date and signature. Completes insurance referrals (paper and/or electronic) per policies.
Completes or prepare reports and copies of chart for outside agencies.
Files/Scans all appropriate correspondence and patient related information. Maintains patient charts so that they are current, accurate, and organized. Prepares charts (paper and/or electronic) for patient visits.
Handles incoming and outgoing mail.
Maintains inventory of front office supplies and notifies supervisor when supplies need to be ordered..
Maintains a professional and orderly office appearance.
Opens and closes offices as assigned by supervisor. Activates and deactivates security system as assigned by supervisor. Performs light typing as needed.
Coordinate flow of patients:
• Putting patient in exam room • Taking history and chief complaint • Taking vitals including height, weight, blood pressure, pulse oximetry and pulse as applies • Performs diagnostic tests as qualified per physicians’ standing orders (some examples are) i. EKG ii. Blood work iii. Vision and hearing screening iv. Urine dip v. PFT’s/Spirometry
• Assures patients’ outside testing results are in the chart for physician review with patient • Assists patient to exam room and prepares patients for examination • Assists patients in wheelchairs and stretchers with transfers to and from exam tables, procedure tables, and scales utilizing proper body mechanics and safety measures • Identifies patients with special needs
Documents clinical information in chart or EMR system, and pre-loads patient information into EMR per departmental clinical protocol.
Prepares exam room for tests and procedures including, but not limited to: • Removal of dressings • Wound cleansing • Removal of staples/sutures • Colposcopies • Biopsies • Ultrasounds • GYN exam
Assists physician with patient care and chaperoning, as required.
Assists practitioner in identified patient procedures/treatment/examinations (preparation, positioning, supplies, equipment). Proactively problem solves and identifies solutions to barriers to safety.
Prepares medications for injections given by doctor.
Administers vaccinations, intramuscular and subcutaneous injections under physician supervision/direction with required order and documents chart with medication lot#, injection site and all other required information.
Maintains stock of sample medications.
Provides clinical care in accordance with training and under physician supervisor’s direction: • Laboratory tests • Vision screening • Audiograms • ECGs • Phlebotomy and processing of specimens
Stocks exam rooms.
Cleans room after each patient and prepares room for next patient, adheres to JCAHO, OSHA and all other regulatory guidelines
Notifies supervisor to orders clinical supplies including injectables and vaccines, as needed. Maintains and cleans office medical equipment as required. Sterilizes instruments as required.
Identifies and uses a variety of resources to validate patient care decisions.
Works with healthcare team to assure smooth and efficient patient flow and clinical operation. Problem solves obstacles to throughput process and notifies supervisor and patients of wait time.
Recognizes emergency situations and implements emergency procedures according to office guidelines. Administers first aid and CPR as directed by physician and healthcare team.
Educates patients by providing therapeutic management, medication and dietary information and instructions; and answering questions per department clinical protocol.
Other Duties: Participates in staff/team meetings by providing constructive input and facilitating problem-solving.
Identifies opportunities for performance improvement and provides input for the development of solutions.
Knows the informal and formal department goals, standards, policies and procedures, which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationships of both people and functions within the department.
Always treats others with compassion, dignity and respect.
Maintains a patient and/or family-focused approach to all responsibilities.
Attends all mandatory in-service and trainings as directed.
Maintains competence in all applicable office computer systems.
Supports and adheres to the University policies regarding HIPAA and confidentiality. Assists with the orientation and training of new employees as requested. Understands and adheres to RowanSOM's compliance standards as they appear in RowanSOM Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Performs other duties as assigned.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: Graduation of a post-secondary medical assisting education program accredited by an agency recognized by the U.S. Department of Education. Current certification from the Certifying Board of the American Association of Medical Assistants (AAMA), or registration from the American Medical Technologists (AMT), or the National Center for Competency Training (NCCT), or the National Health Career Association or any recognized certifying body approved by the Board. Applicants may be licensed in the State of New Jersey in another classification permitted by regulations to give intramuscular and subcutaneous injections. Must keep certification up to date and maintain the proper amount of CME for their certification. Must maintain an up to date CPR card. One (1) year of prior experience in a medical office preferred. Proficiency in phlebotomy techniques required. Must be flexible and able to work evenings and weekends.
PHYSICAL DEMANDS: Must be able to stand and sit for long periods of time. Must be able to manipulate medical supplies and equipment. Must be able to communicate well with internal and external customers, often under stressful circumstances.
Please be advised that some positions are subject to the residency requirements of the NJ First Act (N.J.S.A. 52:14-7, P.L. 2011, Chapter 70). Any person hired into identified positions shall either have their principal residence in New Jersey or they have one year from the date of employment to establish, and then maintain, principal residence in the State of New Jersey. The law also provides that any person may petition a State committee for an exemption from the requirements based on critical need or hardship. Rowan University values diversity and is committed to equal opportunity in employment.
All positions are contingent upon budget appropriations.
Internal Number: 411138
About Rowan University
A leading public institution, Rowan University combines liberal education with professional preparation from the baccalaureate through the doctorate. Rowan provides a collaborative, learning-centered environment in which highly qualified and diverse faculty, staff, and students integrate teaching, research, scholarship, creative activity, and community service. Through intellectual, social and cultural contributions, the University enriches the lives of those in the campus community and surrounding region.