Medical Office Associate I- PD Days Neuro Pain Management OMC - Atlantic Health System

Medical Office Associate – Neuro Pain Management

Job Summary and Essential Function:

Assist the department to support scheduling of pre-admission testing appointments and compilation of per-surgical/procedural charts. The basic workflow would be to ensure the documentation and pre-operative requirements are met and included in the medical record prior to the operative case or procedure.

Job Responsibilities along with a percentage of time performing duties 

30% Scheduling appointments

30% Answering phone calls

40% Chart Compellation

Include, but are not limited to:

Job Function: 01. Responsible for securing, evaluating, and processing pre-admission testing orders. If no orders present, contact surgeon’s office to obtain orders for patients with planned pre-admission testing appointments in a timely manner. Informs manager of extensive delay(s). 

Job Function: 02. Develops pre-surgical patient chart to completion. Initiates and updates Procedure Pass in Epic and link appropriate documentation to tasks in EMR. Arranges blank chart forms/pre-PAT appointment forms in the standardized order. Prints patient-specific documents from MMF as needed and consistently adds to correct patients’ chart after confirming patient name and DOB on each document. Places documents in patients’ chart under correct divider heading. Compares all clinical testing results received with Anesthesia Dept. recommendations and with the testing ordered on the Surgery Scheduling Form. Secures missing data from various in-house and outside sources.

Job Function: 03. Facilitates on-time Operating Room starts. Consistently accesses all patient folders in MMF after 1300 the day prior to surgery to secure documents sent up to 12 noon. Contacts the surgeon’s office to secure the History and Physical (H & P) if previously established practice of surgeon warrants troubleshooting. Notifies Manager / licensed staff member if all attempts to secure missing clinical data are unsuccessful. Confirms with Blood Bank availability of pt.-specific blood/blood products. Arranges for Blood Bank specimen collection on day-of-surgery when indicated by Blood Bank communications. Supports the Perioperative Evaluation Center program and the Anesthesia / Pain Mgmt. Consult program by securing outside testing results as requested and by confirming consults done for these programs are on the patient’s chart.

Job Function: 04. Accommodates and communicates changes in patient needs / patient type. Trouble-shoots any requests from pre-op areas on the day of surgery immediately and with the highest priority.

Job Function: 05. Fosters positive relationship with surgeon’s office staff. Maintains non-judgmental attitude and recognizes opportunities to correct knowledge deficits of all parties involved. Contact surgeon’s office if unsure of patient status (i.e., Testing done outside vs. SDT vs. no testing). Contact surgeons’ office if unsure of testing required by the surgeon.

Job Function: 06. Acts as a liaison for patients, family members, hospital personnel, and volunteers. Gathers information from the surgeon’s office; the primary care physicians office and/or the patient to secure testing results. Assists patients when they are awaiting information or direction. Answers phones promptly. Uses standard telephone greeting. Answers questions and provides information requested. Directs inquiries to appropriate department / person when indicated. Greets anyone entering the office promptly and with respect.

Job Function: 07. Demonstrates competency when using a variety of information systems including but not limited to Cisco Finesse, Epic, and MMF. Accesses MMF Systems. Views / prints patient-specific documents via Folders or Inbox, as indicated. Views all documents in MMF in each index area. Adds documents to patients’ chart from MMF chronologically by when document was received by MMF.

Job Function: 08. Demonstrates commitment to Customer Satisfaction (i.e., Pt./ family/ significant others and physician/physician office staff; co-workers within and outside of dept.). Consistently responds to customers in a courteous and positive manner. Consistently responds to customer needs in a timely manner. Consistently respects the patients right to privacy and dignity. Consistently respects the patients’ rights to confidentiality.

Job Function: 09. Assists Surgery Scheduling Department staff as needed. Arranges for on-site out of department testing (i.e ABGs and PFTs). Coordinates appointments for the Perioperative Evaluation Center. Contacts Medical Education Dept. representative to secure additional appointment availability when schedule booked prior to patient’s surgery/procedure date and confirms with surgeons’ office. Operationalizes the Anesthesia Consult program. Contacts Anesthesia Dept. representative to secure appointment and confirms with surgeons’ office. Notifies surgeons office of all no-shows for PAT appointment patients.

Job Function: 10. Maintains a safe working environment including keeping work area neat and clean. Adheres to OSHA, JCAHO national patient safety goals, Board of Health, and hospital standards and requirements. Maintains compliance with all hospital policies and procedures. Exhibits PRIDE values on a daily basis.

Supervisory Responsibilities: N/A

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the required job qualifications. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Education and/or Experience Requirements

Education: High School Graduate or GED. Ability to read, write and speak English.

Experience:  Experience in a clerical role in an outpatient medical setting preferred.

Other Desired Skills, Abilities, and Knowledge 

• Knowledgeable of Medical Terminology
• Epic
• Microsoft Office experience: PowerPoint, Word, Excel
• Excellent communication and telephone skills
• Problem Solving and Patient Experience Skills
• Collaboration with team members

Physical Requirements: As outlined below.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires a full range of body motion including handling and lifting, manual finger dexterity and eye-hand coordination.  It involves standing and walking and requires normal visual acuity and hearing.