Oncology Secretary

• 1. 1.0Provider Support
  1.1Establishes/manages provider templates in accordance with Smilow policies, procedures and guidelines:
  1.1.1 Keeps provider schedules current and reflective of anticipated absences for vacations, internal meetings, external conferences etc.; reviews regularly with assigned providers.
  1.1.2 Maintains/distributes provider vacation and external conference time away calendar.
  1.1.3 Makes requested modifications to provider scheduling templates as directed by Clinical Program Manager; communicates changes to scheduling staff.
  1.2 Handles urgent prior authorization requests for scans (i.e., needed within 72 hours)
  1.3 Facilitates provider contacts with external physicians, facilities, insurance companies, community organizations and patients.
  1.4 Manages provider correspondence ensuring accurate, prompt and timely handling.
  1.5 Establishes relationships with referring physician office staff to facilitate reciprocal communications; ensures timely post-consultation provider communication to referring physicians in collaboration with Nurse Coordinator.
  1.6Supports providers in the coordination of weekly case submissions for tumor board presentation at both Greenwich Hospital and Smilow.
• 2. 2.0Practice Nurse Support
  2.1Establishes/maintains nurse only visit schedules
  2.2Supports tracking/completion of patient requested forms including but not limited to FMLA, back to work, jury duty and other letters requiring provider signatures reaching out for clinical data as necessary.
  2.3Supports pre-clinic preparation for assigned practice nurse to ensure patient visit readiness
  2.4Obtains physician signatures and data for patient requested forms, VNA and DME orders and generates letters (e.g., return to work) and other forms as needed
  2.5Assists with oral chemotherapy patient tracking and facilitates communications with specialty pharmacies as requested by practice nurse.
  2.6Facilitates hospital admissions in accordance with Y-Access procedures and associated prior authorizations as needed.
• 3. 3.0General Clerical Support
  3.1Assists providers, patients, practice nurses with telehealth visit set ups to maintain TH visit targets
  3.2Keeps providers apprised of their TH visit %s; works with assigned providers and practice nurses to modify visit schedules to meet established threshold.
  3.3Assists with inbound call reception, executes appropriate response and routing using inbasket messaging when primary receptionist lines are busy.
  3.4Assists with new patient onboarding functions in partnership with RN Coordinators when New Patient Onboarding Associate is absent or has reached capacity.
  3.5Scans forms requiring immediate access by staff and providers into the medical record.
  3.6Performs general clerical functions and other duties to ensure accurate, prompt, effective and timely flow of communication and an optimal patient experience
• 4. 4.0Information Systems
  4.1Utilizes multiple information systems to accurately enter and retrieve patient information required for electronic patient scheduling and for the maintenance of accurate and current patient information.
  4.1.1 Ensures timely and complete compilation of all patient medical record information, results from various screening and diagnostic tests as requested (e.g., pathology, radiology, surgical reports, etc)

EDUCATION

Two (2) years college, graduation from secretarial school of equivalent experience.

EXPERIENCE

Two years of secretarial experience; medical experience preferred.

SPECIAL SKILLS

Knowledge of medical terminology and outstanding interpersonal skills.

PHYSICAL DEMAND

To be available and attentive to a wide variety of people calling or coming into the department.
ENVIRONMENTAL AND WORKING CONDITIONS:
Average office environment with normal noise.