Transcription Office Assistant

SUMMARY: Under limited supervision, the Transcription Office Assistant performs a variety of medical office duties to support the Transcription department, including monitoring transcription files and provider schedules to monitor dictation notes and ensure dictation is received for all provider visits daily/weekly; serving as a liaison between transcription and other departments to respond to requests for specific dictation notes; identifying, sending voice files and monitoring dictation sent to and from offsite transcriptionists and importing completed files into the EPIC system; listening to voice files and following up on “blanks” and/or corrections to dictation notes; following up with providers on any partial or missing dictation notes; faxing and routing dictation notes to other providers through the EPIC system; and assisting with other transcription office duties as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Transcription Office Duties Retrieves mail for Transcription department from main office, medical oncology, and urologic oncology departments. Sorts and routes as appropriate, including providing copy of daily alphabetical patient list to each transcriptionist. Places outgoing mail in proper receptacles. Answers telephone with professionalism, screens telephone calls as needed, appropriately directs calls, and takes accurate messages.

Serves as a liaison between transcription and other departments to respond to requests for specific dictation notes. Serves as a liaison within the transcription department to search and locate specific voice files or dictation notes, including monitoring the Winscribe typist program as needed to identify which transcriptionist may have a specific voice file, re-routing a voice file back to a transcriptionist upon request, listening to a group of voice files to find a specific patient dictation, etc.

Maintains master file of provider schedules and notifies providers of any schedules not received. Checks and monitors provider schedules to ensure dictation is received for each patient visit on a daily/weekly basis. Prepares weekly report and notifies provider of any missing dictation. Operates designated computer, dictation and transcription systems and equipment as needed to complete assignments.

Proficient in the use of the EMR and transcription systems in order to perform necessary tasks of job. Checks and monitors provider dictation docking stations to ensure all voice files downloaded have successfully transferred to dictation system. Notifies support technician of any errors or voice files which did not transfer properly.

Demonstrates an understanding of the medicolegal implications and responsibilities related to the transcription of patient records to protect the patient and the provider office. Identifies and exports voice files to offsite transcriptionists. Follow up and imports completed files as needed. Maintains log of exported files to ensure all dictation sent off-site is received back and recorded in the patient’s electronic medical record.

Monitors returned work for completeness, including blanks, patient name, provider name, etc. Flags and corrects or asks for assistance in correcting any dictation containing blanks, errors, discrepancies, questionable words or phrases, or inappropriate content. Routes/faxes/distributes completed transcription documents to appropriate providers and/or medical staff using electronic medical records system.

Resends documents as appropriate. Finds and submits updated provider contact information as needed. Other Duties Provides general office support to Director of Information Services & Special Projects and is willing to flex hours worked as needed to provide assistance with CCSI Charitable Fund donations, marketing, special events, practice compliance, policies and procedures, computer systems and electronic medical records projects, etc.

Operates and maintains copier, facsimile and other office equipment as needed. Organizes and maintains general transcription office supplies. Requests office supplies as necessary. Assists with general medical office duties as assigned and/or as needed. Complies with all applicable safety and health regulations, policies and procedures.

Professional Communication Maintains confidentiality in matters relating to all aspects of employment, including patient/family/significant other confidentiality. Maintains professional relationships and conveys relevant information to other members of the health care team. Internal Contacts: Physicians, nurse practitioners, transcriptionists, nursing staff, laboratory staff, pharmacy staff, other office staff, billing representatives, etc.

, and staff at other CCSI facilities. External Contacts: Contract transcriptionists, couriers, various hospital departments, other provider offices, etc. Relays information appropriately over telephones, facsimiles, pagers, and other communication devices, and follows-through as needed. Communicates appropriate information to supervisors, providers, and/or other members of the healthcare team as needed, and follows-through on provider orders and requests.

Teamwork Works collaboratively as a health care team member. Assists with tasks necessary for the general operation and organization of the Transcription/Medical Office area. Maintains positive attitude with patients, family/significant others and coworkers. Professional Development Attends staff meetings and mandatory in-services.

Participates in continuing education opportunities. Contributes to the quality of patient care and participates in quality improvement initiatives. OTHER DUTIES: Performs other duties as assigned. EDUCATION/QUALIFICATIONS: High school graduate or equivalent. Completion of medical terminology training. Associate's degree related to Transcription or Medical Office Assistant preferred.

Must take EPIC training and successfully pass required tests. KNOWLEDGE/SKILLS/ABILITIES: Knowledge of medical terminology, anatomy and physiology, clinical medicine, diagnostic tests, radiology, pathology, pharmacology, and other medical specialties related to medical/radiation oncology and hematology. Advanced verbal and written English communication skills for safe and effective patient care and to meet documentation standards.

Proper English usage, grammar, punctuation, and style. Excellent eye, hand, and auditory coordination. Excellent typing and/or word processing skills; computer skills, especially word processing. Analytical skills necessary to maintain filing system. Organizational skills. Ability to understand diverse accents and dialects and varying dictation styles; ability to use designated reference materials.

Ability to operate designated word processing, dictation and transcription equipment, and other general office equipment, including telephones, computer terminals, copiers, facsimiles, etc. Ability to perform basic arithmetic functions. Ability to compile and present information in an organized manner. Ability to plan, organize and prioritize work meeting time constraints and with minimal direct supervision.

Ability to work under pressure with time constraints. Ability to concentrate. Ability to exercise some judgment on work to be done. Ability to function in a sometimes demanding and fast-paced work environment related to changing patient needs, including work with patients with acute, chronic, and complex disease processes and those who are dying.

Understands and practices patient confidentiality. A positive attitude towards health care team members and diverse patient populations. PHYSICAL REQUIREMENTS OF JOB: Standing, walking, sitting, carrying, pushing, pulling, lifting, bending, stooping, squatting, crouching, twisting, reaching, handling, kneeling, and wrist and digital dexterity.

Involves significant degree of typing/word processing and sitting for extended periods of time, and involves standing or walking for brief periods of time. Speaking, hearing, and visual acuity to assist with dictation files; receive and interpret instructions; communicate with other health care professionals; use telephone system; and operate office equipment and computers.

Exerting force (frequently up to 10 pounds and occasionally up to 20 pounds or more) to lift, carry, push, pull or otherwise move objects, including office supplies, medical charts, etc. MENTAL DEMANDS: Must be able to work under stress and adapt to changing conditions. WORKING CONDITIONS: Normal medical office environment.

Job requires ability to multi-task. Job duties involve potential for minimal exposure to blood and body fluids, chemical disinfectants, and limited exposure to chemicals such as cleaning disinfectants and toners for office equipment.

BENEFITS

Health insurance HSA Option Dental insurance Paid Time Off (PTO) Sick Time Vision insurance 401(K) 1/ match & profit sharing Life Insurance Short- & Long-Term Disability