Medical Office Specialist

Job Summary:

• Assists clinics by providing complete patient care through distribution of sample medication provided by pharmaceutical companies or other agencies.
• Establishes and maintains inventory control of all prescription samples and over-the-counter medications as well as patient-specific medication provided by patient assistance programs.
• Completes appropriate forms and maintains appropriate logs or paperwork for tracking prescription samples, over-the-counter medication, and patient assistance program medications.
• Responsible for contacting drug companies to obtain refill and/or new prescription approvals within patient qualification guidelines
• Utilizes financial information including income and insurance/Medicaid status to assist patients with qualification for drug assistance programs
• Returns or receives patient phone calls during office hours or meets with patients in the office to coordinate applications or pick-up of pharmaceutical samples or patient assistance program medications.
• Follows all State and Federal guidelines on pharmaceutical guidelines and procedures
• Coordinates representative appointments with Medical Clinic Director and providers as appropriate
• Assists in inventory maintenance; works with other staff members on donation of over-the-counter medication.
• Maintains and stocks forms and supplies as needed.
• Complete and maintain an accurate schedule of all appointments and ensure the efficient patient flow in the clinic.
• Set up and/or update medical charts for patients as well as ensuring all information is correctly filed in each chart.
• Answer the telephone and greet patients in a professional and courteous manner and direct the inquiry as required as well as documenting calls when necessary.
• Interview patients, check pulse, temperature, blood pressure, height, and weight when necessary
• Provides receptionist back-up coverage when necessary
• Performs laboratory work when necessary
• Acts as a translator when necessary

Working Conditions:

Medical office environment. Multi-task oriented position including direct patient care may require sitting or standing for long periods. Some bending, stooping, and lifting (up to 50lbs). Must interact with physicians, patients and other office personnel. Must possess socio-economic and cultural sensitivity. May involve contact with angry, upset or ill persons. Must have visual acuity and manual dexterity to interface with computer. Must have auditory acuity to handle phone calls and extensive patient interaction.

Work Schedule:

Schedules vary. May require overtime depending on patient volumes.

Confidentiality:

As an employee of Health West Inc., you are bound by principles of medical ethics. You have both a legal and moral obligation to protect the privacy of our patients. In the course of your work, you will have access to confidential information regarding patients, and/or the practices confidential business. It is essential that you refrain from any discussions regarding personal information about a patient, a patients condition, a patients finances, proprietary company information, and/or the practices confidential business with any third person. This includes, but is not limited to, other employees, your spouse, family or friends. CONFIDENTIALITY IS SO IMPORTANT THAT ANY BREACH OF HEALTH WEST HIPAA POLICIES WILL BE CONSIDERED GROUNDS FOR TERMINATION.

Leadership:

Demonstrates willingness to try new tasks; communicate and discuss potential areas of risk to the appropriate manager; generates new ideas for change; evaluates and recognizes priorities; selects effective team members; challenges others to learn; keeps current and integrates new information; communicates and models organization values; fosters high performance; continuous improvement, recognizes need for and provides adequate resources. This position is responsible for role modeling and promoting Health West Inc. values throughout the organization.

Interpersonal Skills:

Demonstrates active listening techniques; gains support through effective relationships; treats others with dignity and respect; seeks feedback; sets clear standards for performance; evaluates job performance and provides effective feedback; establishes systems to measure effectiveness, efficiency and service; creates and maintains reporting mechanisms.

Language Skills:

Ability to read, analyze and interpret professional journals, technical procedures or governmental regulations. Ability to communicate orally and through written reports and other documents relating to patients, staff and others. Ability to effectively present information and respond to questions from groups of executives, managers, clients, customers and the public

Mathematical Skills:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability:

Ability to define and solve problems, collect data, establish facts and draw valid conclusions.

Quality Improvement:

Applies quality improvement methods techniques; assists in data collection; Identifies processes for improvements in daily work and educates new employees in team process.

Environment of Care:

Demonstrates understanding of fire and emergency procedures; participates in fire and disaster drills; maintains emergency supplies and equipment; demonstrates understanding of safety and security procedures; applies safety and security precautions; demonstrates understanding of hazardous materials plan; demonstrates proper use of equipment and assists with disaster preparation exercises and learning.

Infection Control:

Applies hand washing principles during daily work; demonstrates understanding of isolation precautions; recognizes signs and symptoms of infection and complies with the employee health program; demonstrates understanding of the process for identifying and handling infectious waste; maintains personal hygiene; complies with OSHA standards in the work place; and demonstrates understanding of cross-contamination.

Information Management

Enters or records data timely and accurately; promotes confidentiality of information; logs onto the system using own password; logs off the system when leaving the work station; reports suspected violation of security/confidentiality issues; reviews data and identifies trends.

Continuing Education:

Attends in-service and education programs as determined by Health West Administration; attends continuing education required for maintenance of professional certification or licensure.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

Performance Requirements:

• Courteous, honest and professional at all times.
• Efficient, organized and accurate
• Able to communicate and relate well with physicians and other clinical staff
• Able to provide innovative input into the development of the office and its processes

Education and Experience:

• High school diploma or equivalent required.
• One year experience in related field preferred.
• Computer knowledge and skills required.

Qualifications:

• CNA/MA/Phlebotomy experience required
• Bilingual-Spanish required
• Previous medical office experience preferred
• Understands ethics of confidentiality
• Previous computer experience or training preferred
• Strong organizational and communication skills
• Excellent Customer Service Skills

Performance Requirements:

• Courteous, honest and professional at all times.
• Efficient, organized and accurate
• Able to communicate and relate well with physicians and other clinical staff
• Able to provide innovative input into the development of the office and its processes

Education and Experience:

• High school diploma or equivalent required.
• One year experience in related field preferred.
• Computer knowledge and skills required.

Qualifications:

• CNA, MA, or Phlebotomy experience required
• Previous medical office experience preferred
• Understands ethics of confidentiality
• Previous computer experience or training preferred
• Strong organizational and communication skills
• Excellent Customer Service Skills

Work Schedule:

Schedules vary. May require overtime depending on patient volumes.