Gastroenterology Assistant

Under general supervision, provides clerical and secretarial support necessary for smooth, effective, and efficient operation of the Gastroenterology Department at Billings Clinic. Responsible for ensuring a seamless process of direct access scheduling of patients between Gastroenterology and Endoscopy lab.

Essential Job Functions

•Supports and models behaviors consistent with the mission and philosophy of Billings Clinic and department/service.
•Receives and assists visitors and telephone callers, screens and prioritizes calls, assists visitors or caller whenever possible or directs to the appropriate individual or department as needed.
•Accurately inputs patient data into the computer systems. Maintains the patient database for all GI patients requiring an endoscopy procedure(s).
•Maintains the GI patient files ensuring compliance with established accreditation standards. Ensures the quality of care to all GI patients by assisting in obtaining pertinent medical records on patients being referred to GI department including in clinic patients and referrals from our region.
•Receives and reviews all patient referrals for appropriateness. Reviews patient information to ensure adherence to procedure scheduling protocols and screening criteria (i.e., screening procedures verses medically necessary diagnostic procedures, age of patient, insurance requirements for allowable exams, etc.).
•Coordinates closely with nursing staff and physicians on variances from normal procedure scheduling protocols to determine if patient should be seen for a consult visit or if they qualify for direct scheduling of procedure.
•Communicates with patient regarding insurance information, billing procedures/financial expectations, and obtains necessary signatures.
•Provides patient education/information regarding preparation for Endoscopy procedures, in accordance with established procedures, via phone and/or in person. Advises patient to bring current medications with them on the day of the procedure to ensure information is appropriately updated prior to procedure.
•Coordinates appropriate pharmacy orders for procedure preparation medications giving consideration to any specific needs based on current medications patients may be taking. Advises patient where and when the medications can be picked up.
•Coordinates insurance verification process and obtains necessary pre-certifications and/or approvals and provides patient with estimated patient pay portion for services.
•Coordinates closely with Patient Financial Representatives and refers patients appropriately for establishment of payment arrangements and/or estimates of services.
•Acts as a liaison and advocate to the patient responding to questions regarding the procedure and makes referrals to the nursing staff, physician and/or Patient Accounts as appropriate.
•Schedules patient procedures for the Endoscopy Department. Performs the role of liaison between the Endoscopy and GI departments considering the flow of patients when scheduling patient procedures. ---   •Specific job tasks include:
Schedules procedures with consideration to the availability of the physician and endoscopy procedure room. Schedules to maximum utilization of physician’s time and utilization of Endoscopy rooms/staff, and enhance patient flow.
Inputs all patient demographics and procedure information, diagnosis, prep medications and pre-antibiotics into the various information systems as needed.
Prior to office consult or procedure, contacts referring physician and patient for all related medical records including laboratory results and x-rays for the prior year. If any pertinent information is missing, is responsible for follow-up with departments, referring physician and/or patient to obtain needed information prior to the patient’s appointment/procedure. Lack of pertinent health information could result in procedure cancellations and/or rescheduling.
Reviews physician schedules each morning. Coordinates and communicates changes in the schedule for same day or next day to Endoscopy. In conjunction with the Endoscopy Charge Nurse, coordinates and adjusts schedules to maximum utilization of physician’s time and utilization of Endoscopy rooms/staff, and enhance patient flow.
Calls patients to confirm appointments three (3) days prior to procedure.
•Performs secretarial and administrative duties for the Gastroenterology Department including composing, drafting, and preparing correspondence/memorandums, and compiling a variety of reports.
•Coordinates and maintains physician call schedules. Works closely with physicians to create a schedule template which will positively affect the physician in achieving productivity needs, patient satisfaction and reduce the need to revise schedules.
•In conjunction with the Manager and staff, identifies topics for educational sessions and potential speakers/resources. Coordinates meeting rooms, agendas, handouts, etc.
•Assists with special projects including data gathering, data analysis, and summary reporting (i.e., referring MD report, procedural/encounter report, Flu/Pneumonia Vaccine QI, etc.).
•Maintains competency in all organizational, departmental and outside agency environmental, employee or patient safety standards relevant to job performance. Acts as the Department Safety Liaison and completes the departmental quarterly safety inspections.
•Performs other duties as assigned or needed to meet the needs of the department or organization to include acting as a Super User for the Cerner information system for the Gastroenterology Department.
•Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. •Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.



Performs all other duties as assigned or as needed to meet the needs of the department/organization.

Department or Level Specific Duties and Responsibilities