Performs all secretarial and receptionist functions necessary for the complete and efficient management of new patients through the Watkins' Cardiovascular Clinic, including the acquisition of necessary patient-care materials and records.

1)Strong Customer Service experience preferred. The ability to deal directly with patients either by telephone, electronically or face to face.
2)Clinical experience preferred, knowledge of customer service principles and practices.
3)Ability to prioritize and multi task in a fast-paced environment.
4)Strong organizational skills
5)Deadline and detailed oriented
6)Orders/coordinates/obtains outside films, cardiology reports/slides, x-rays, x-ray reports and lab results, as well as any additional clinical information needed to insure efficiency and accuracy of consultations and second opinion visits.
7)Prepares necessary documentation for scheduled patient appointments
8)Assist with scheduling appointments including ancillary testing
9)Adheres to Joint Commission and Department of Public Health regulations as well hospital and Departmental policies, such as: Attendance, and Dress Code.
10)Performs other duties and tasks as requested by supervisors to ensure the efficient overall performance of the facility, maintaining flexibility regarding the occasional need for the staff coverage in other areas of the facility


I.Fulfilling Responsibilities to Patients:

a)Acquires all materials necessary for the patient visit including medical records, any pertinent testing including x-rays, echos, CT's, MRI's, stress tests or any other testing performed outside of Brigham and Women's Hospital.
b)Processes patient and hospital material accurately and expeditiously. Including uploading all necessary CD's into the patients' medical record.
c)Accurately and efficiently scans and indexes all new patient records, as dictated by Clinic standards, into the EPIC system.
d)Advises patients about what to do with records or forms they might bring to the visit




I.Fulfilling Responsibilities to Physicians

a)Obtains or reviews all patient demographics, insurance and referral information as necessary.
b)Acquires all materials, including films, tracings and CDs, necessary for each patient's visit with his/her physician. Ensures these records are available for clinicians prior to appointments, if requested, to determine appropriate testing/procedure/surgery.
c)Processes patient and hospital material accurately and expeditiously
d)Accurately and efficiently scans and indexes all new patient records, as dictated by Clinic standards, into the EPIC system.
e)Advises patients about what to do with records or forms they might bring to the visit.
f)Maintains a professional relationship with all physicians



II.Interacting with Fellow Employees

a)Works to establish and maintain good working relationships with fellow employees.
b)Treats all co-workers and internal customers with dignity and professionalism.
c)Works cooperatively with fellow employees to solve problems and enhance the smooth and efficient flow of the practice.
d)Provides coverage for responsibilities of co-workers when assigned or as need arises.


III.Interacting with Supervisory or Administrative Staff

a)Follows instructions of and assists supervisory staff as required.
b)Maintains effective communication and reports problems to supervisor.

IV.Equipment and Supplies

a)Maintains all patient care and support equipment assuring that they are clean and in good working order. Reports problems to supervisor or follows protocol for reporting problems.
b)Maintains inventory of necessary supplies and equipment following procedures set by practice manager.
c)Maintains a neat organized work environment.

V.Other:

Performs all other duties or tasks as assigned or requested by the supervisor to ensure the efficient overall performance of the facility.
Performs all secretarial and receptionist functions necessary for the complete and efficient management of new patients through the Watkins' Cardiovascular Clinic, including the acquisition of necessary patient-care materials and records.

* High school diploma or GED required; post-high school education preferred.

* Minimum one year of applicable work experience required.

* Additional training in office systems preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

Technical skills required:

* Knowledge of practice operations and standards.

* Understanding of procedures including filing, copying, scanning, printing, and faxing.

Phone skills:

* Ability to use phone system (answer and screen calls, put on hold), answer routine questions, and give routine information.

Verbal skills:

* Ability to interpret information as appropriate, answer routine questions in the most professional manner, and communicate in a professional, courteous, clear, and concise manner.

Organization Skills:

* Ability to manage work processes in a neat and orderly way and to sort and alphabetize.

* Ability to manage multiple tasks effectively, follow established protocols, and work within systems.

Writing Skills:

* Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo, or interoffice note) and to take complete and accurate messages.

System Skills:

* Ability to type and enter data at an entry level. Entry level understanding of applicable systems.

* Understanding of the appropriate use and importance of related forms.

* Basic understanding and use of medical terminology.

* Basic comprehension of insurance types and referral process.

* Basic comprehension of registration and fiscal information.

* Knowledgeable and compliant with all hospital, State, and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

WORKING CONDITIONS:

Hospital based ambulatory practice. Normal patient environments where there are some exposures to communicable diseases, unpleasant odors, needle, and blood products.

HOSPITAL WIDE RESPONSIBILITIES:

Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.