Operations Assistant

Position Summary

Responsible for performing departmental administrative assistant and secretarial duties under the direct supervision of the Outpatient Oncology Infusion Manager . Maintains open communication with, and furnishes administrative and secretarial support to the Manager regarding highly confidential matters. Assists the department in accordance with policies, Federal and State and local guidelines and regulations to include Joint Commission requirements, and the record keeping for those regulations. The person will assist in various SJ/C compilation of reports to ensure the needs and goals of the department is met in a timely manner. The assistant will maintain an efficient, confidential system for filing, I.T. data management and meeting notes/minutes. The operations assistant duties require a high degree of administrative support skills, organization, confidentiality and working knowledge of System/department policies and procedures. The ideal candidate is flexible, works well with all levels of System co-workers and will maintain confidentiality at all times.

Education

None Required

Experience

1-2 Years General Medical Office - Required

Must be able to prioritize, multi-task, exercise discretion, and independent judgement - Required

License & Certification

None Required

Core Job Functions

Provide administrative support to include but not limited to preparation of correspondence and completion of document requests per protocol, scanning of documents per protocol and timelines set within the department. Work with the resource coordinator and front desk team to maintain provider schedule and provide back up scheduling for infusion services.

Coordinate various forms of communication, including but not limited to telephone, email, sms and intra-EMR messaging. Respond to patient, medical staff and administrative questions as appropriate and by given deadline. Correctly route different forms of communication to the responsible team member and prioritize based on content and severity of the message.

Register patient in the EMR, practice management system and hospital system when necessary. Perform all the function the front desk coordinator and provide backup coverage as directed. Scan registration and insurance documentations.

Assist in the coordination of care as directed by clinical managers

Prepare memos, procedures, reports and other correspondence as needed. Answer telephones, relay messages, assist callers or transfer callers as needed. Record minutes and transcribes documentation accurately.