Clinical Secretary Cancer Center

Yale Cancer Center Administrative Support

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Overview

Provides high-level administrative and clerical support to an assigned Disease Team of the Yale Cancer Center (YCC) at Smilow Cancer Hospital. Under limited supervision and exercising independent judgment and initiative, assists with the coordination of outpatient clinical activities of the team. This position greets and checks in patients, visitors and staff with professionalism and compassion and helps prepare for the patient's visit to the clinic.

Required Skills and Abilities

1. Demonstrated proficiency with EPIC. Demonstrated attention to detail. 2. Proven ability to coordinate multiple tasks in a fast-paced medical office with a calm and pleasant personality. Demonstrated proficiency handling a heavy volume of direct patient interaction. Proven ability with clinical appointment scheduling. 3. Exceptional and patient-centered customer service skills. References must indicate a proven record of exemplary attendance, punctuality and reliability. 4. Highly motivated team player with strong oral and written communication skills. 5. Strong administrative and organizational skills. Excellent critical thinking skills, ability to work under pressure and to exercise good judgment. Flexibility in covering multiple clinical areas.

Principal Responsibilities

• Answers telephone calls and assesses urgency of call. Provides assistance or directs caller to appropriate person, contacting physician / nurse directly for urgent needs. Provides assistance to other receptionists in screening patient calls.
• Provides specialized information related to section, policies, procedures, insurance and services. Assists patients with the completion of forms.
• Builds monthly provider master schedules and clinic calendars from established sources and verifies provider sessions worked. Modifies master schedules to accommodate time off, extra patients, hospital emergencies, etc. Creates patient bump lists as necessary due to last minute provider call outs.
• Schedules patient appointments and resolves scheduling conflicts. Notifies patients of changes / cancellations and prioritizes urgency of appointments for rescheduling. May schedule patients into clinical research studies.
• Receives patients and visitors. Secures names and needs and directs accordingly. Updates patient information and verifies insurance information, level of services and tracks referrals when necessary. Initiates billing process by completing patient encounter forms and accepts and processes fee for service payments.
• Books diagnostic tests and specialized appointments for patients at hospitals and other medical facilities and ensures patients are provided with necessary paperwork and specialized instructions for procedures.
• Schedules surgical procedures for patients. Coordinates available dates for surgery and scheduling of pre and post operative exams and lab work. Obtains and distributes necessary paperwork and maintains system to track completion. Coordinates surgery schedule changes as necessary.
• Schedules and coordinates departmental meetings, classes, clinics, conferences, etc.
• Utilizes computer input and retrieve data. Merges and manipulates data to generate complex reports. Compiles and maintains clinical and patient statistical data and produces summaries and reports.
• Keyboards correspondence, clinical information, reports, publicity material, educational handouts etc. Composes general written material.
• Obtains patient charts, medical records and lab reports and verifies for completeness.
• Sorts, screens and distributes incoming mail. Prioritizes and ensures completion of medical forms by clinical staff. Coordinates interdepartmental communication including distribution of medical records and reports.
• Establishes and maintains filing systems.
• Maintains inventory of office supplies and educational material.
• May oversee and instruct support staff. Ensures adequate coverage of reception desk.
• Performs additional functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check.

Health Requirements

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air. HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

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