Medical Administrative Assistant - Cancer Center - 1903730
At Stony Brook Medicine, the Medical Administrative Assistant - Cancer Center is responsible for providing a full range of high level of medical administrative support and acts as a liaison between patients, physicians, clinical staff and administration. This role ensures efficient flow of patient care and office operations and patient satisfaction, sometimes under very busy and stressful circumstances. The incumbent will require a thorough knowledge of Cancer Center office and patient care procedures and business and academic administrative practices. Duties involve interfacing with faculty; medical staff, patients, and various administrative management and staff, which require strong, positive interpersonal skills and diplomacy. The Cancer Center has a sick outpatient population and substantial critical thinking is required given the high level of coordination required for patient care. This role requires teamwork and partnership with the clinical and administrative team. This is a highly visible role at all times supporting the delivery of excellent service.
Duties of the AdministrativeMedical Administrative Assistant - Cancer Centermay include but are not limited to the following:
Oversee the medical administrative activity of a busy oncology multdisciplinary care team with patients undergoing treatment for cancer, creates and ensures communication within the team as well as with patients and referring physicians is maintained at all times. Patients require multiple specialist and diagnostic and cancer treatment appointments as well as urgent inpatient admissions, which must be communicated efficiently with the members of the team and coordinated so there are no delays in care. This is a sick and complex patient population.
Demonstrate a high level of skill and customer service with patients, referring physicians, and administrative and clinical departments across the organization. Must be able to employ critical thinking to be able to solve complex problems for physicians and patients.
Must possess excellent interpersonal skills, capable of self-direction, independence of action and the ability to exercise good judgment. Capability to perform assigned or self-initiated activities and independently resolve issues.
Must be a team player and interact will all members of the team to resolve complex patient issues and concerns.
Answers telephone calls/communicates promptly and directs phone calls to proper person using "warm transfer" methodology. Display the highest level of customer service at all times.
Possess strong organizational skills and develops processes and systems to follow up on open issues.
Maintains database/ statistics and other data for measuring and tracking performance metrics.
Coordinate and participate in care team huddles with MD, nurses, NP/PAs and administration as appropriate to review upcoming outpatients, treatments, and inpatient admissions to ensure all clinical and non-clinical information is available for a patient's visit.
Reviews practice, treatment and inpatient schedules to review the "big picture" and anticipate and resolve issues and conflicts in advance; anticipates and reorganizes schedule to ensure busy patient care schedules and clinical responsibilities are smooth and manageable.
Work closely with members of the management and care team to identify opportunities for efficiencies, set patient and family member expectations and perform on the spot interventions to expedite flow.
Act as liaison with clinical and authorization team to expedite clinical information needed to get treatments authorized.
Interfaces with physicians, physician extenders and patients.
Verify insurance, obtain authorizations for encounters, diagnostics and procedures, as required.
Scan medical and administrative correspondence into electronic medical record.
Obtain medical records from outside medical offices or facilities.
Must be proficient in using an EMR and a practice management system.
Must have the ability to multi-task and pay close attention to detail.
Schedule some patient appointments and remind the patients of any necessary documentation that may be required for their appointment.
Schedule any services or procedures as needed.
Must have knowledge of insurance companies to obtain/retrieve referrals/authorizations/eligibility verification that may be required.
Must have excellent organization skills, superior written and expressive communication skills.
Must have ability to work as an efficient team member.
Ability to schedule meetings and keep physician calendar.
Must be able to handle confidential information and maintain confidential files.
Open, sort and distribute mail.
Coordinate maintenance of office equipment.
Assist in preparing presentations.
Prepare meeting materials and handouts.
Possess significant empathy and emotional intelligence for sick cancer patient population with patient needs.
Understands thoroughly the organizational patient service standards and embodies and applies them in all daily activities, understanding that our reputation is only as good as our customer's last experience and ensures it is the best possible.
Other duties as assigned.
Required Qualifications: Associate's Degree plus 4 years of previous office/clerical/administrative experience. Direct patient/customer interaction in an administrative environment. Proficiency in Microsoft applications such as Word and Excel and willingness to learn many new clinical systems. Strong computer and analytical skills. Exemplary customer service orientation, positive attitude, and positive demeanor. Strong organizational and time management skills. Excellent verbal and written communication and interpersonal skills. Ability to work as a team with all levels of staff.
Special Notes: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. For full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date.
Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
All Hospital positions are subject to changes in pass days and shifts as necessary. This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
The selected candidate must successfully clear a background investigation. Prior to start date, the selected candidate must meet the following requirements: Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services (The hiring department will be responsible for any fee incurred for examination), submit (3) written references, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
About Stony Brook Medicine
The best ideas in medicine start with the best people. At Stony Brook Medicine, our highest calling is to put the power of ideas to work in our patients' lives. Stony Brook Medicine integrates and elevates all of our health-related initiatives: education, research and patient care.Stony Brook Medicine is Long Island's premier academic medical center. With 603 beds, we serve as the region's only tertiary care center and Level 1 Trauma Center, and are home to the Stony Brook Heart Institute, Stony Brook Cancer Center, Stony Brook Children's Hospital, Stony Brook Neurosciences Institute, and Stony Brook Digestive Disorders Institute. We also encompass Suffolk County's only Level 4 Regional Perinatal Center, state-designated AIDS Center, state-designated Comprehensive Psychiatric Emergency Program, state-designated Burn Center, the Christopher Pendergast ALS Center of Excellence, and Kidney Transplant Center. It is home of the nation's first Pediatric Multiple Sclerosis Center.
Stony Brook University is an Affirmative Action/Equal Opportunity employer. We are committed to the creation of a diverse and inclusive campus climate. We encourage protected veterans, individuals with disabilities, women and minorities to apply.
This function/position has been designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at email@example.com .
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700. IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police
Official Job Title: TH Staff Assistant II
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Cancer Center-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 8:00 AM - 4:30 PM Pass Days: Sat, Sun
Posting Start Date: Oct 23, 2019
Posting End Date: Jan 22, 2020, 4:59:00 AM
Salary: Commensurate with experience
Salary Grade: SL1
Internal Number: 1903730
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.