Medical Office Assistant I, (A266003-1), 204, TB Federal
8 hours ago
Laredo
Medical Office Assistant I This position is grant funded. Therefore, it is solely dependent of availability of grant funds. Under general supervision, performs a variety of medical office, clerical, patient-service, and program-support duties for the Tuberculosis (TB) Elimination Program. Provides direct administrative support to nurses, physicians, disease intervention personnel, and other TB Program staff in the delivery of tuberculosis prevention, screening, diagnostic evaluation, treatment, contact investigation, and public health follow-up services. The Medical Office Assistant I serves as an important point of contact for TB patients, contacts, families, healthcare providers, laboratories, hospitals, employers, schools, and other community partners. The position is responsible for maintaining accurate and confidential patient information, supporting patient flow, scheduling appointments, processing laboratory and medical documentation, assisting with program tracking, and ensuring that required information is entered accurately into applicable electronic medical record and public health systems. The position requires the ability to work with individuals from diverse cultural, socioeconomic, linguistic, and educational backgrounds and to maintain professionalism, confidentiality, and sensitivity when working with patients affected by tuberculosis or identified as contacts of persons with tuberculosis. Essential Duties & Responsibilities: The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description. • Registers new and returning TB patients and contacts in accordance with Department procedures., • Verifies patient demographic, contact, insurance, and other required information and updates records as necessary., • Checks patients in and out of the TB clinic and assists with maintaining an organized and efficient patient flow., • Schedules, reschedules, and confirms TB clinic appointments, laboratory appointments, follow-up visits, and other required services., • Provides patients with appropriate appointment information, instructions, forms, and program materials., • Assists clinical staff with the preparation of patient charts, forms, laboratory documentation, and other materials needed for patient encounters., • Maintains accurate patient identification and ensures that documentation is associated with the correct patient record., • Provides courteous and professional customer service to patients, families, visitors, and community partners., • Provides administrative support for TB screening, testing, evaluation, treatment, and follow-up activities., • Assists with the administrative coordination of tuberculosis diagnostic services, including laboratory testing, specimen documentation, chest radiography referrals, and other services ordered by authorized clinical personnel., • Receives, processes, files, and routes TB-related laboratory reports, radiology reports, provider documentation, and other medical records to the appropriate staff., • Assists TB nurses and other program staff in maintaining accurate tracking of patients undergoing evaluation or treatment for tuberculosis., • Supports the administrative coordination of TB contact investigations by preparing records, forms, correspondence, appointment information, and other materials requested by authorized TB Program personnel., • Assists with tracking patients and contacts who require additional evaluation, testing, appointments, or follow-up., • Makes telephone calls to patients, contacts, healthcare providers, laboratories, and other authorized parties for appointment scheduling, follow-up, documentation, and other program-related purposes., • Documents telephone calls, messages, appointment information, and other communications accurately in the appropriate record or system., • Provides administrative assistance with directly observed therapy (DOT}, electronic directly observed therapy, medication follow-up, and other TB treatment support activities as directed by licensed clinical staff., • Assists with maintaining accurate documentation of TB program services and activities., • Supports TB Program staff in preparing information and documentation required for local, state, federal, grant, and program reporting., • Enters and maintains patient information accurately in the Department's electronic medical record and applicable public health information systems., • Scans, uploads, indexes, files, and retrieves medical and administrative documentation in accordance with Department procedures., • Maintains organized paper and electronic records and assists with record retention and disposition requirements., • Identifies missing, incomplete, or inconsistent information and brings discrepancies to the attention of the appropriate supervisor or clinical staff., • Maintains the confidentiality and security of protected health information and other sensitive patient information., • Releases patient information only in accordance with applicable laws, regulations, Department policies, and authorized procedures., • Assists with medical record requests, transfers, referrals, and other authorized exchange of information., • Assists with receiving and processing laboratory documentation associated with TB testing and evaluation., • Verifies that laboratory orders, requisitions, reports, and related documentation contain required information before routing or filing., • Assists in tracking pending laboratory results and notifies the appropriate clinical or program staff of outstanding documentation according to established procedures., • Maintains appropriate logs and records associated with laboratory specimens and results when assigned., • Communicates with laboratories and other healthcare facilities regarding administrative or documentation issues within the scope of the position., • Assists with maintaining appropriate supplies, forms, and materials necessary for TB clinic and laboratory-related activities., • Answers telephone calls and provides general information regarding TB Program services within the scope of the position., • Screens calls and appropriately routes clinical, epidemiological, treatment, or other questions to qualified TB Program personnel., • Communicates effectively and professionally with patients who may have limited English proficiency, limited health literacy, or special communication needs., • Provides patients with clear instructions regarding appointments, laboratory services, referrals, follow-up requirements, and other administrative matters., • Maintains a professional and respectful manner when interacting with patients who may be anxious, concerned, reluctant to participate in testing, or experiencing barriers to accessing healthcare., • Assists in maintaining effective working relationships with hospitals, healthcare providers, laboratories, pharmacies, schools, employers, community organizations, and other agencies as directed., • Prepares correspondence, reports, forms, spreadsheets, logs, and other administrative documents as assigned., • Maintains program files, logs, schedules, tracking tools, and other administrative records., • Assists with data collection and quality assurance activities designed to improve the accuracy and completeness of TB Program records., • Assists with monitoring pending appointments, laboratory results, referrals, and other program activities requiring follow-up., • Assists with preparation for audits, monitoring visits, program reviews, and quality assurance activities., • Maintains adequate supplies and assists with inventory management for the TB Program., • Assists with ordering, receiving, organizing, and distributing office and program supplies as authorized., • Assists with preparing educational materials, patient packets, forms, and outreach materials., • Participates in TB Program meetings, staff training, quality improvement activities, and other Department activities as assigned., • Assists with community TB screening events and other public health activities when assigned., • Performs other duties and responsibilities as assigned by the supervisor or designee., • Performs related work as required. Competencies for Successful Performance of Job Duties: • Knowledge of: Basic medical terminology and medical office procedures., • Basic principles of tuberculosis prevention, screening, testing, treatment, and public health follow-up., • Patient registration and appointment scheduling procedures., • Medical records and electronic health record systems., • Basic laboratory terminology and specimen documentation., • HIPAA, confidentiality, and protection of patient information., • Basic computer operations, including electronic mail, word processing, spreadsheets, and data-entry systems., • Customer service principles and professional telephone etiquette., • Basic principles of infection prevention and control., • Appropriate procedures for communicating with patients from diverse cultural and linguistic backgrounds. Skills and Abilities: • Accurate data entry and documentation., • Use of computers, electronic medical records, databases, scanners, printers, and other office equipment., • Telephone communication and professional customer service., • Organizing and maintaining medical and administrative records., • Scheduling and coordinating multiple appointments and activities., • Communicating clearly, courteously, and effectively., • Maintaining confidentiality and handling sensitive information appropriately., • Identifying incomplete or inconsistent information., • Prioritizing work and managing multiple tasks in a busy public health clinic., • Working effectively as part of a multidisciplinary healthcare team.
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