Office Associate - Occupational Health

at  Yale New Haven Health

OVERVIEW:

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
Confirms patient appointments and makes a positive contribution to the success of the medical facility by providing patient-centered coordination of clinical activities. Incumbents are in near-continuous contact with patients and are expected to model behaviors that support the values and service standards adopted by the medical facility. Regardless of the site to which they are assigned, office associate must demonstrate competency and accuracy in handling of patient appointments and records.
EEO/AA/Disability/Veteran

EDUCATION

High school diploma or GED required. Secretarial and data entry training preferred. **Employees employed by YNHH effective 9/12/2012 as a result of the acquisition of the Hospital of St Raphael may meet educational requirements with the applicable combination of education and experience and demonstration of current competences.

EXPERIENCE

Minimum of two-three years experience in medical office or healthcare environment.

SPECIAL SKILLS

Knowledge of insurance carriers, precertification process preferred. Knowledge of medical terminology. Must be able to travel between faciltiies at any time during the day. Excellent communications, interpersonal, coordinative, and organizational skills. Good computer skills. Ability to communicate verbally both in person and on the phone with public and other hospital departments.

1. Performs reception and exit functions per department and hospital policy/procedure.
   1.1. Determines the reason for patient’s visit to the clinic recognizing chief complaints and assessing urgent situations requiring immediate medical attention.
   1.2. Obtains and documents authorization for OMWS treatment or services by contacting supervisors, companies and/or MCO when indicated.
   1.3. Walk-Ins: Obtains company information, authorization, completes walk-in sheet. Faxes walk in sheets to company, and billing when indicated.
   1.4. Exits the OMWS patients, reviews instructions, obtains signature, provides patient discharge visit summary and aftercare instructions, and sends injury treatment summary report to company (when appropriate)
   1.5. Schedules follow-up visits in SYSTOC for OMWS patients, and insures that visit is scheduled with the treating provider and attached to correct injury.
   1.6. Demonstrates proficient computer use of the following programs: SYSTOC, Outlook, and Microsoft Office
   1.7. Prints Weekly Appointment Schedule on a daily basis, per SYSTOC contingency procedure.
2. Registers OMWS patients in SYSTOC, to include entering and verifying demographics for patient and company: validating identification of patient, obtaining required consent to treatment signatures that will ensure correct billing and payment for services
   2.1. Selects appropriate tasks and order sets associated with the patient’s OMWS visit type
   2.2. Accepts payment for services from patients when designated by company, and on a limited basis, for patients not associated with a company.
   2.3. Obtains all signatures required during visit such as HIPAA acknowledgement and consents.
   2.4. Prepares charts for screening patients by attaching corresponding flow sheets, patient visit forms and any other related paperwork in a consistent and timely manner. Performs electronic chart preparation for injury patients
3. Schedules appointments for OMWS follow-ups.
   3.1. Schedules appointments for follow-up exams, or any other services according to department and company guidelines.
   3.2. Offers appointment utilization of other offices to meet the needs of patients/companies.
   3.3. Assists in rescheduling OMWS as necessary during inclement weather.
   3.4. Updates OMWS cancellations and/or no-shows in SYSTOC on a daily basis.
   3.5. OMWS: Daily reconciles Analysis of Orders’ reports to ensure that all orders are serviced and all records flattened. (as appropriate)
4. Maintains organized files waiting for archived medical records to be received or sent out for archiving. Per guidelines, orders charts from Archive Company and distributes to requesting office.
   4.1. Has a clear understanding of and adheres to the department’s Medical Records policies and procedures to include storage, retention, and request from patients for chart information.
   4.2. Assists in obtaining and copying records in response to attorney requests.
   4.3. Scans and attaches reports from specialist, outside referring physicians, attorneys’ requests and reports from outside services to patient record in SYSTOC
   4.4. Provides records to patients as requested after obtaining appropriate release of information consent
5. Provides other clerical support to the department.
   5.1. Receives and distributes incoming mail for OMWS on a daily basis.
   5.2. Distributes all clinical reports from specialist to clinicians for signature first and then scans document into EMR patient record.
   5.3. Sends and receives mail and/or faxes to and from clients, companies, physicians and insurance’s as needed, and distributes appropriately on same day.
   5.4. Coordinates the identification and/or ordering of office supplies based on guidelines and utilization by office.
   5.5. Maintains and orders forms and offices supplies utilized by the facility.
   5.6. Works with manager to coordinate building maintenance situations.
6. Commitment to Quality Service and Department Standards
   6.1. Supports and practices initiatives of customer service in all dimensions of interactions with internal and external customers of department.
   6.2. Demonstrates the necessary interpersonal skills and commitment to team building and customer service.
   6.3. Adheres to hospital and department standards of patient confidentiality and HIPAA compliance.
   6.4. Is respectful of and conscientious of Patient’s Rights
   6.5. Possesses and demonstrates necessary work habits to be effective and productive member of OMWS team.
   6.6. Appropriately prioritizes activities and workload remaining flexible in accepting assignments in order to complete assigned tasks.
   6.7. Identifies areas where service can be improved through regular discussion of needs and suggestions of team members and clients.
   6.8. Attends staff meetings and open forums on regular basis
   6.9. Participates in orientation of new staff ensuring their preparation for use of SYSTOC and Epic program and performance of daily tasks.
7. Provides support services to projects in OCC Health Services or Employee Health activities
   7.1. Employee Health Support
   7.2. Facilitates data entry into EMR of employee health status for PPD, immunization status/ reports, respiratory fit testing
   7.3. Supports data entry into programs for special projects i.e. flu immunization
   7.4. Supports on site services by entering registration and servicing of tasks completed for companies on site.