Administrative Secretary

Position Highlights

• Department: Radiation Therapy
• Hours: 24.00 per week
• Shift: Shift 1

This position will be primarily for morning coverage at our Westbrook location and can also cover at the main site in Middletown as needed.

Position Summary

Provides medical secretarial assistance for Radiation Oncology through liaison with the Radiation Oncologists, Radiation Oncology nurses, manager, physics staff and radiation therapists. The administrative assistant role is the lynch pin of the department, as it is the point of initiation for the patient’s admission to the department, collating the patient’s medical history in the EMR, triaging with the Physician and nurses to ensure timely appointments with appropriate documentation, through to ensuring insurance pre-authorizations are secured, through to final close out of the patient’s record once treatment has been completed.

Essential Duties & Responsibilities

Under general supervision or direction

The primary job duties and responsibilities.

• Answer the telephone in a professional and friendly manner. Help patients with inquiries, scheduling; redirecting calls as needed.

• S chedule appointments: Retrieve new patient referrals from EPIC and schedule patients as directed by physician; schedule follow up appointments as directed by physician; schedule patients for follow up visits following completion of radiation therapy.

• • Collaborate with nurse navigators as to the timing of scheduling radiation oncology consultation.

  • Monitor schedule. Watch for any changes in physician coverage and change the schedule accordingly.

• Medical Records :

• Retrieve medical records from EPIC/Care Everywhere and outside physician offices for new patient consultations and follow ups.

• Manage medical records requested by outside facilities. Securely send radiation therapy treatment records to outside facilities using HIPAA compliance procedures.

• Obtain pre-authorizations for patients beginning radiation therapy.

• • Send appropriate records to the insurance company for clinical review.

  • Send business office patient’s radiation therapy notes as needed.

• Charges:

• Daily clinic charge reports: Ensure physician signature is on each charge report, double check all quality checklists have been attached and that physician dictation has been completed. End of the week, send charge reports to the manager.

• Weekly radiation therapy completion reports: Double check completions on reports printed from MOSAIQ. Send the report to the manager.

• Daily charges: Print a report of all charges from the previous day, pass around to clinic areas. Once every area has signed off, export charges through MOSAIQ.

• Order office supplies as needed.

• Reports:

• • Manage and complete tasks on quality checklists for consultation, follow up and treatment completions.

  • Maintain Space OAR/operating room schedule. Informing simulator staff of the Space OAR date.

  • Manage morbidity and mortality quality checklist (death within 2 weeks of completing treatment). Monitor obituaries, hospital records, or RN notification of patient’s death. If within two weeks of completion of treatment, information is posted on the Morbidity Mortality rounds checklist.

• Be able to adapt to change at a moment’s notice to meet the needs of the department and multitask and prioritize tasks depending on the acuity/volume of patients.

• Complete administrative tasks to support the operations of the Shoreline Cancer Center

Minimum Qualifications

• High school diploma or equivalent with three years experience in health care.
• E xcellent keyboard/computer skills. Must be able to type 55-60 wpm.
• Knowledge of medical terminology needed with the ability to work quickly and accurately.
• Effective communication/people skills and telephone skills.

Preferred Qualifications

• Some working knowledge of EPIC or other medical EMR. Knowledge of Radiation Oncology or other medical office experience.

Comprehensive Benefits Offered

• Competitive and affordable benefits package
• Shift Differentials
• Continuing Education assistance
• Tuition reimbursement
• Student Loan relief through Fiducius
• Quick commute access from I-84, Route 9 and surrounding areas

About Middlesex Health

The Smarter Choice for your Career!

Come join one of Connecticut’s Top Workplaces, and a Magnet designated organization! At Middlesex Health, we have a unique combination of award-winning talent, world-class technology, and patient-first care that's making health care better. Through our affiliation with the Mayo Clinic Care Network, Middlesex Health has access to the most advanced medical knowledge and research available.