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Job Title: Medical Office Assistant
Department: Nursing
Reports to: Director of Clinical Services


Statement of position/position summary

This position is responsible for maintaining the patient medical records according to accepted standards and hospice policy.  Additional responsibilities will include:  assist the Interdisciplinary Team in the management of care for patients on the Seasons Hospice program and other clerical duties as assigned.

qualifications and education requirements

  • High school graduate
  • Two years or more of clerical experience required; preferably in a medical office setting
  • General knowledge of medical terminology required
  • Must be attentive to detail, work in an organized fashion, able to work independently and have strong written and verbal communication skills.
  • Must have excellent/competent/extensive computer skills and a working knowledge of MS Office, Outlook, and the internet.
  • Valid MN Drivers License and daily access to a reliable and insured vehicle.
  • Belief in the hospice concept

position Role and Responsibilities

  • Maintain supply of clinical record forms working with volunteers assigned by DVS.
  • Restock file drawers.
  • Maintain organization and supplies of copy/fax room.
  • Assist with phone coverage as needed/assigned.
  • Perform chart audits as requested.
  • Follow established procedures for open and closed records in compliance with HIPAA.
  • Maintain all medical records in designated areas according to hospice policy and procedures.
    • Consult and collaborate with the interdisciplinary team and others involved in the patients care.
    • Assist Admission Team as required with:
      • Copy and distribute forms, as necessary
      • Assemble patient charts
      • Fax necessary documentation to facilities, County or other interested parties
      • Open chart for all newly admitted patients as requested.
      • Process the clinical record forms that need to be mailed/faxed.
      • Maintain the open chart by filing all clinical documentation daily as it is received.
      • Process treatment plans, interim physician orders, recertification of prognosis as required.
      • Check open orders report for outstanding orders, etc and follow up regularly on non-returned data.
      • Management of physician orders to include:
        • Prepare and complete order run
        • Track return of signed orders including posting signed orders to ensure compliance with regulations
        • Fax orders to physician offices for signatures
        • Copy, as needed, to file updates, and to send to facilities
        • Perform clerical duties associated with physician orders
        • Medication order management to include:
          • Fax order, to Weber and Judd
          • Fax orders to care facilities as needed
          • Follow  up on outstanding prescriptions requiring signature for shipment
          • Process medication refill requests
          • Track receipt of on-file CII prescriptions at Weber and Judd
          • Prepare chart for patient transfers and deliver as needed.
          • Communicate and secure late or missing documents as required from patient care, billing and or data entry.
          • Assist PCC and LPN with chart closing upon death, discharge or revocation.
          • Process discharge summary as requested.
          • Transfer completed closed charts to appropriate storage within 30 days.

Agency expectations

  • Adhere to all Seasons Hospice policies and procedures.
  • Maintain absolute confidentiality of all information pertaining to patients, families, and staff and adhere to all HIPAA rules.
  • Display a positive and professional image and attitude in all relationships with patients, families, peers and in the community.
  • Serve as an ambassador for Seasons Hospice at all times.
  • Provide verbal and written performance evaluations for assigned staff members, including peer and self evaluation.
  • Demonstrate ongoing responsibility for self education.
  • Assume responsibility for the promotion of the hospice concept in the community and with other agencies and professionals.
  • Participate in the Quality Assessment Performance Improvement Program (QAPI), as requested.
  • Maintains patient and personal safety regarding occupational health and safety.
  • Participate in safety program, as requested:
    • Participate in employee job safety analysis to eliminate hazards and prevent accidents.
    • Cooperate to investigate employee injuries.
    • Promote and support safety awareness and implement safety operations.
    • Encourage staff to make suggestions on safety practices.
  • Participate in orientation of new employees.
  • Participate in volunteer orientations, training and education as requested.
  • Participate in orientation and supervision for students seeking experience in hospice care
  • Perform other related duties as assigned.

ada requirements (essential functions)

  • Physical Requirements*

Sitting………………………………………………………………………………………..    5 - 8 hours/day

Standing…………………………………………………………………………………….    0.5 – 1 hour/day

Walking …………………………………………………………………………………….    1- 2 hours/day

Reaching …………………………………………………………………………………..    0.5 hour/day – 8 ft., higher or lower

Use of telephone ……………………………………………………………………..     2 - 3 hours/day

Working under pressure……………………………………………………………     3 – 4 hours/day

Working rapidly for long periods ……………………………………………..     4 – 5 hours/day

Use of keyboard/computer, printer, fax, copier……………………….      4 – 5 hours/day

Position requires close work; finger dexterity; good vision, hearing, oral communication and critical thinking on a regular basis.

May occasionally work longer than 8 hours/day.

  • Cognitive or Mental Requirements

The following cognitive or mental requirements are necessary on a daily basis:

Critical thinking
Reading
Writing
Mathematics
Drawing conclusions from written or computer generated materials
Analyzing data or report information
Creating methodologies for accomplishing a goal
Conducting research
Implementing recommendations by coordinating persons and/or other resources
Developing plans, procedures, goals, strategies, or processes
Directing activities of others to accomplish a goal
Clear verbal articulation

  • Working Environment

Indoors, at a desk or in a vehicle for majority of the day

Travel may be required to get to various work sites

*Maximum hours per shift are noted

Additional Notes

This job description is only a summary and is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by the employee.  This document is subject to change at any time.