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MEDICAL OFFICE SPECIALIST

KINGSTON

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Category:

MEDICAL

Status:

FULL TIME/TEMP TO PERM

Type of Business

MEDICAL OFFICE

Job Qualifications:

This position provides clerical support to a unit.  While actual duties vary according to unit needs, the incumbent performs skilled keyboarding in producing a variety of correspondence, reports, manuals, brochures and case records.  In many cases, the work is transcribed from Dictaphone or similar media.  Other functions can include reception and the taking of notes for meetings.  In addition, the incumbent provides a variety of routine clerical services such as filing, photocopying, faxing, maintaining office supplies, sorting and distributing mail and other similar activities.  The Office Specialist is the primary contact point for the site.  The work is performed under generally well established procedures, with most independent judgment being exercised while performing reception type duties.  This position does not supervise other employees, but may direct the work of interns, temporary employees and other lower level employees.

TYPICAL WORK ACTIVITIES:
The following is indicative of the level and types of activities performed by incumbents in this title.  It is not meant to be all inclusive and does not preclude a supervisor from assigning activities not listed which could reasonable be expected to be performed by an employee in this title.

  1. Performs skilled keyboarding to produce correspondence, reports, tables and charts, case histories and to maintain large data bases;  Performs reception work, including providing routine information concerning unit procedures and services, collecting fees, scheduling appointments, referring callers to appropriate staff and taking detailed messages;
  2. Gathers, extracts and copies information for use by technical and professional staff;
  3. Opens new records to program by entering information into system, sending out necessary forms and documents and creating files and labels;
  4. Files materials in record system in accordance with guidelines; pulls records for use by staff or disposition to storage or destruction;
  5. Maintains records of time and benefit usage, employee certification and training;
  6. Opens, time stamps, sorts and distributes mail;
  7. Takes longhand minutes, prepares summary notes and submits to chairperson or administrator for approval before distribution;
  8. Reviews records and documents for completeness, compliance with standards and for accuracy;
  9. Performs a variety of clerical support work based on unit needs including logging records, copying, faxing, maintaining office supplies, processing bulk mailings and similar activities.
  10. Make reminder phone calls for next day appointments.
  11. Create and mail missed appointment letters.
  12. Provide coverage at other clinics within the agency as requested.
  13. Protect the security of medical records to ensure that confidentiality is maintained
  14. Process patient admission, correspondence, referral, and discharge documents, as well as information from other providers and services
  15. Compile and maintain patients' medical records to provide data for research or cost control and quality improvement efforts
  16. Enter data, such as demographic characteristics, diagnostic procedures/screenings, and other information relevant to treatment into records
  17. Release information to persons and agencies according to regulations and agency policies.

FULL PERFORMANCE KNOWLEDGE, SKILLS AND ABILITIES:

--Knowledge of grammar, spelling, punctuation and required formats necessary to recognize and correct such errors in correspondence, records and reports;
--Knowledge of software packages for word processing to produce a variety of information and for database management to track information;
--Knowledge of office practices necessary for interacting with staff and the public, processing work flow, and filing and retrieving information;
--Knowledge of arithmetic to verify calculations and report on work activities;
--Skill in operating office automation equipment sufficient to produce work accurately and efficiently;
--Ability to take minutes and prepare summary notes;
--Ability to learn and work within procedures and guidelines;
--Ability to provide basic information and direction to clients, public and others;
--Ability to collect and record fees;
--Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and clerical staff; informs Clinic Director of relevant clinical and administrative issues; consult appropriately; actively support program goals and system improvements/changes.
--Personal characteristics necessary to perform the duties of the position;
--Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:
Graduation from high school or possession of a high school equivalency diploma and one year of full time clerical work experience, or completion of a clerical training program which includes an internship.

BENEFITS:

  • Medical/Vision Insurance
  • Dental Insurance
  • Life Insurance
  • 403B Retirement Plan with employer match after 1 year
  • Short and Long Term Disability
  • Voluntary Benefits: Hospital, Accident, Short-Term Disability, Cancer, Vision and Dental Aflac Plans, Pet, Legal Shield and ID Shield
  • Vacation, Personal and Sick Time
  • Tuition Discount Programs

Job Description:

This position provides clerical support to a unit.  While actual duties vary according to unit needs, the incumbent performs skilled keyboarding in producing a variety of correspondence, reports, manuals, brochures and case records.  In many cases, the work is transcribed from Dictaphone or similar media.  Other functions can include reception and the taking of notes for meetings.  In addition, the incumbent provides a variety of routine clerical services such as filing, photocopying, faxing, maintaining office supplies, sorting and distributing mail and other similar activities.  The Office Specialist is the primary contact point for the site.  The work is performed under generally well established procedures, with most independent judgment being exercised while performing reception type duties.  This position does not supervise other employees, but may direct the work of interns, temporary employees and other lower level employees.

TYPICAL WORK ACTIVITIES:
The following is indicative of the level and types of activities performed by incumbents in this title.  It is not meant to be all inclusive and does not preclude a supervisor from assigning activities not listed which could reasonable be expected to be performed by an employee in this title.

  1. Performs skilled keyboarding to produce correspondence, reports, tables and charts, case histories and to maintain large data bases;  Performs reception work, including providing routine information concerning unit procedures and services, collecting fees, scheduling appointments, referring callers to appropriate staff and taking detailed messages;
  2. Gathers, extracts and copies information for use by technical and professional staff;
  3. Opens new records to program by entering information into system, sending out necessary forms and documents and creating files and labels;
  4. Files materials in record system in accordance with guidelines; pulls records for use by staff or disposition to storage or destruction;
  5. Maintains records of time and benefit usage, employee certification and training;
  6. Opens, time stamps, sorts and distributes mail;
  7. Takes longhand minutes, prepares summary notes and submits to chairperson or administrator for approval before distribution;
  8. Reviews records and documents for completeness, compliance with standards and for accuracy;
  9. Performs a variety of clerical support work based on unit needs including logging records, copying, faxing, maintaining office supplies, processing bulk mailings and similar activities.
  10. Make reminder phone calls for next day appointments.
  11. Create and mail missed appointment letters.
  12. Provide coverage at other clinics within the agency as requested.
  13. Protect the security of medical records to ensure that confidentiality is maintained
  14. Process patient admission, correspondence, referral, and discharge documents, as well as information from other providers and services
  15. Compile and maintain patients' medical records to provide data for research or cost control and quality improvement efforts
  16. Enter data, such as demographic characteristics, diagnostic procedures/screenings, and other information relevant to treatment into records
  17. Release information to persons and agencies according to regulations and agency policies.

FULL PERFORMANCE KNOWLEDGE, SKILLS AND ABILITIES:

--Knowledge of grammar, spelling, punctuation and required formats necessary to recognize and correct such errors in correspondence, records and reports;
--Knowledge of software packages for word processing to produce a variety of information and for database management to track information;
--Knowledge of office practices necessary for interacting with staff and the public, processing work flow, and filing and retrieving information;
--Knowledge of arithmetic to verify calculations and report on work activities;
--Skill in operating office automation equipment sufficient to produce work accurately and efficiently;
--Ability to take minutes and prepare summary notes;
--Ability to learn and work within procedures and guidelines;
--Ability to provide basic information and direction to clients, public and others;
--Ability to collect and record fees;
--Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and clerical staff; informs Clinic Director of relevant clinical and administrative issues; consult appropriately; actively support program goals and system improvements/changes.
--Personal characteristics necessary to perform the duties of the position;
--Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS:
Graduation from high school or possession of a high school equivalency diploma and one year of full time clerical work experience, or completion of a clerical training program which includes an internship.

BENEFITS:

  • Medical/Vision Insurance
  • Dental Insurance
  • Life Insurance
  • 403B Retirement Plan with employer match after 1 year
  • Short and Long Term Disability
  • Voluntary Benefits: Hospital, Accident, Short-Term Disability, Cancer, Vision and Dental Aflac Plans, Pet, Legal Shield and ID Shield
  • Vacation, Personal and Sick Time
  • Tuition Discount Programs

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MEDICAL OFFICE SPECIALIST
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