What are the responsibilities and job description for the Transplant Medical Office Specialist - FT - Days position at DHR Health?
Job Description:
Formulated:
11/2016
Transplant Medical Office Specialist
Department:
Reviewed by Senior Human Resources
Business Partner:
11/2016
Renal Transplant
Reports To:
Approved by Director of Human
Resources:
11/2016
Transplant Administrator
EMPLOYEE’S FULL NAME: ________________________
FLSA STATUS:
☐ Exempt
☒ Non-Exempt
MISSION STATEMENT:
Our Mission is to improve the well-being of those we serve with a commitment to excellence: every patient, every
encounter, every time.
VISION:
Our Vision is to create a world-class health system to advance medicine and increase access for the communities we serve
by empowering caregivers to heal through compassion, knowledge, innovation, integrated care and excellence.
POSITION SUMMARY:
The Medical Office Specialist is a key member of DHR Health Transplant Institute and provides clinical/administrative
expertise to ensure all patients receive high quality, efficient care. Team members are responsible to answer phones,
register patients, verify insurance and help with billing using their best customer service skills.
POSITION EDUCATION/ QUALIFICATIONS:
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High School Diploma/GED is required
Working knowledge of medical terminology is strongly desired. Medical terminology with good customer service
strongly preferred
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Willingness to be crossed trained to other areas
Organizational skills are necessary
Exhibits the ability to work under pressure and use their independent judgment with respect to scheduling
conflicts
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•
•
•
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Solid working knowledge with Microsoft office products and ability to use Excel spreadsheets
Good written and verbal communication skills required
Ability to read, write and speak English
Ability to communicate clearly and concisely with all levels of nursing, administration, and physicians
MOS certificate is a plus
JOB KNOWLEDGE/EXPERIENCE:
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by people assigned to
this work. This is not an exhaustive list of all duties and responsibilities. DHR leadership reserves the right to amend and
change responsibilities to meet business and organizational needs as necessary.
Job Description:
Formulated:
11/2016
Transplant Medical Office Specialist
Department:
Reviewed by Senior Human Resources
Business Partner:
11/2016
Renal Transplant
Reports To:
Approved by Director of Human
Resources:
11/2016
Transplant Administrator
•
Must have a minimum of three years of clerical/office related work experience in a medical or health care
environment. Computer or word processing proficiency is required, and strong customer service skills are a must
Must have at least two years of scheduling experience in a fast paced medical office or hospital department
Must be able to respond to patient needs by interpreting facial expressions and to communicate effectively
utilizing verbal and written communications
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•
•
•
•
•
Requires reasoning ability and good independent judgment
Requires working with frequent interruptions and have strong customer service skills
Must have good working knowledge of personal computers
Knowledge of medical terminology and the ability to communicate in both Spanish and English is strongly
preferred
•
•
•
Must have excellent customer service skills
High degree of competency/experience in general
Requires good communication/interpersonal and organizational skills
POSITION RESPONSIBILITES:
•
Promotes the facility mission, vision and values by effectively communicating them to others. Considers mission,
vision and values in developing services, standards and practices
•
Considers priorities and special needs of the patient, physician, and the Hospital or clinic when scheduling
appointments and procedures
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•
•
•
•
•
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Works the reception desk, greeting and communicating with patients and providers.
Handles scheduling, canceling, and rescheduling patient appointments.
Reminds patients of upcoming appointments and tracks missed appointments, no shows and cancellations.
Answers multiple telephone lines and accurately documents messages.
Forwards telephone calls appropriately and follows up on return calls.
Checks-in patients and properly documents registration.
Handles insurance verification and verification of patient demographics.
Obtains authorizations for procedures or surgeries as needed.
Files or retrieves medical records and delivers to appropriate providers or departments as needed.
Handles copying, scanning and faxing duties; collecting co-pays and cash from patients, getting authorization on
credit cards; entering charges, payments, and balancing the day in the computer.
Coordinates outside clinic visits with internal schedules
•
•
Prepares charts for upcoming clinics
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by people assigned to
this work. This is not an exhaustive list of all duties and responsibilities. DHR leadership reserves the right to amend and
change responsibilities to meet business and organizational needs as necessary.
Job Description:
Formulated:
11/2016
Transplant Medical Office Specialist
Department:
Reviewed by Senior Human Resources
Business Partner:
11/2016
Renal Transplant
Reports To:
Approved by Director of Human
Resources:
11/2016
Transplant Administrator
•
•
Scans records into EMRs, retrieve records, schedule and reschedule patients, and perform appointment reminder
calls
Assists Intake Coordinator with updating schedules as needed and communicates with providers and staff as
needed
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•
•
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Assists Intake Coordinator to accurately prepare the schedule for timely distribution
Follows procedure for notification of changes in the schedule (e.g. cancellation)
Maintains and protects each patient’s right to confidentiality
Answers telephone and intercom courteously and in a quiet, pleasant voice
Assumes clerical and other administrative duties and responsibilities as necessary
Other duties as required
LINES OF REPSONSIBILITES:
(Chain-of-command)
1. Transplant Practice Manager
→
2. Transplant Administrator
→
3. CNO
CUSTOMER SERVICE:
Provide excellent customer service to all DHR customers. All employees are required to attend the DHR C.A.R.E.S program
which outlines the Customer Service Principals including: Compassion, Accountability, Respect, Excellence through
Knowledge and Safety & Social Conscience.
AGE SPECIFIC:
Employees must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the
patients served in his/her assigned unit. The individual must demonstrate knowledge of principles of growth and
development over the life span and possess the ability to assess data reflective of the patient’s status and interpret the
appropriate information needed to identify each patient’s requirement relative to his or her age.
AMERICANS WITH DISABILITIES ACT: (ADA):
A.
Essential Duties:
Indicated by bold print within performance standards, preceding individual numbered
criteria.
The following table provides physical requirements that will be associated with, but not limited to, this position:
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by people assigned to
this work. This is not an exhaustive list of all duties and responsibilities. DHR leadership reserves the right to amend and
change responsibilities to meet business and organizational needs as necessary.
Job Description:
Formulated:
11/2016
Transplant Medical Office Specialist
Department:
Reviewed by Senior Human Resources
Business Partner:
11/2016
Renal Transplant
Reports To:
Approved by Director of Human
Resources:
11/2016
Transplant Administrator
Light/moderate lifting up to 20 lbs, from the Yes
floor to shoulder height.
Kneeling
Yes
Yes
Must be able to assist other employees with
lifting more than 20 lbs.
Light/moderate carrying up to 20 lbs.
Straight pulling
Yes
Walking
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Standing/Squatting
Sitting
Pushing
Stooping/Bending
Climbing Stairs
Climbing Ladders
Depth Perceptions needed
Identify Colors
Twisting
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
No
Pulling hand over hand
Repeated bending
Reaching above shoulder
Simple grasping
Dual simultaneous grasping
Ability to see
Operating office equipment
Operating mechanical equipment
Ability to read and write
Ability to hear verbal communication
without aid
Crawling
Ability to Count
Operating Personal Vehicle
Yes
Yes
Ability to comprehend written/verbal
communication
OSHA Category
Yes
III
Other: Ability to deal with stress
Yes
B.
C.
Working Conditions: The individual spends over 95% of his/her time in an air-conditioned environment with
varying exposures to noise. There is protection from weather conditions but not necessarily from temperature
changes. The position does have low exposure to malodorous, infectious body fluids from patients and some
minimal exposure to noxious smells from cleansing agents.
Occupational Exposure: This position has minimal to no exposure to blood, body fluids, or tissues and is an
OSHA Category III (although situations can be imagined or hypothesized under which anyone, anywhere, might
encounter potential exposure to body fluids). Person who performs these duties are not called upon as part of their
employment to perform or assist in emergency medical care or first aid or to be potentially exposed in some other
way.
D.
Aptitudes:
HIGH
1
2
3
4
5
6
LOW
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by people assigned to
this work. This is not an exhaustive list of all duties and responsibilities. DHR leadership reserves the right to amend and
change responsibilities to meet business and organizational needs as necessary.
Job Description:
Formulated:
11/2016
Transplant Medical Office Specialist
Department:
Reviewed by Senior Human Resources
Business Partner:
11/2016
Renal Transplant
Reports To:
Approved by Director of Human
Resources:
11/2016
Transplant Administrator
Intelligence: General learning ability: The ability to “catch on” or understand instructions and underlying
principles. Ability to reason and make judgments. 3
Verbal:
Ability to understand meanings of words and ideas associated with them, and to use them
effectively. To comprehend language, to understand relationships between words, and to understand meanings of
whole sentences and paragraphs. To present information or ideas clearly. 3
Numerical:
Spatial:
Ability to perform arithmetic operations quickly and accurately. 2
Ability to comprehend forms in space and understands relationships of plane and solid objects.
Frequently described as the ability to “visualize” objects or two or three dimensions, or to think visually of
geometric forms. 2
Form Perception:
Ability to perceive pertinent details and objects or in pictorial or graphic material to make
visual comparisons and discriminations and see slight differences in shapes and shadings of figures and widths and
lengths of lines. 3
Clerical Perception: Ability to receive pertinent details and verbal or tabular material. To observe differences
in copy, to proofread words and numbers, and to avoid perceptual errors in arithmetic computation. 2
Motor Coordination: Ability to coordinate eyes and hands to fingers rapidly and accurately in making precise
movements with speed. Ability to make a movement response accurately and quickly.
3
Finger Dexterity:
motions.
Ability to move hands easily and skillfully. To work with fingers in placing and turning
Ability to move hands easily and skillfully. To work with hands in placing and turning
3
Manual Dexterity:
motions.
3
Eye-Hand-Foot Coordination: Ability to move the hand and foot coordinately with each other in accordance
with visual stimuli.
3
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by people assigned to
this work. This is not an exhaustive list of all duties and responsibilities. DHR leadership reserves the right to amend and
change responsibilities to meet business and organizational needs as necessary.
Job Description:
Formulated:
11/2016
Transplant Medical Office Specialist
Department:
Reviewed by Senior Human Resources
Business Partner:
11/2016
Renal Transplant
Reports To:
Approved by Director of Human
Resources:
11/2016
Transplant Administrator
Color Discrimination: Ability to perceive and respond to similarities or differences in colors, shapes, or other
values of the same or different color. To identify a particular color, or to recognize harmonious or contrasting
color combinations, or to match color adequately.
3
I have read and reviewed my job description with my supervisor or designee and I understand the job I am expected to
perform.
If applicable N/A certification will be completed within N/A time frame of hire/transfer date.
Employee Signature: ________________________________ Date: ____________________
Transfer/Hire Date Effective: ________________________.
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by people assigned to
this work. This is not an exhaustive list of all duties and responsibilities. DHR leadership reserves the right to amend and
change responsibilities to meet business and organizational needs as necessary.
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