Cancer Institute Office Coordinator-Genetic Counseling Asst - 3061

Cancer Institute Office Coordinator/Genetic Counseling Assistant

Grade

11

Job Code

3061

Date

7/95

Department

Nursing - Cancer Institute

Cost Center

00.6421

Status

Non-Exempt

Review Date

2/19; 2/21, 2/23

• PURPOSE OF JOB : The Office Coordinator/Genetic Counseling Assistant performs administrative duties necessary to maintain the efficient office and genetic counseling operations and acts as a representative between the department staff, volunteers and internal/external customers. The Office Coordinator supports the Director and Genetic Counselor in day-to-day administrative operations.

• JOB CRITERIA AND PERFORMANCE STANDARDS:
• Provides back up coverage for front office staff.
• Actively participates in and supports departmental and organization quality initiatives and goals.
• Coordinate office operations for Cancer Institute:
• ESSENTIAL FUNCTIONS :
• Provides administrative support to Genetic Counselor.
• Coordinates office operations for Cancer Institute.
• Provides administrative support to Director.

• Schedules staff meetings, nursing meetings, training sessions and in-services for department. Takes and disseminates minutes.

• Makes all appointment calls including documentation of communication. During calls, reviews with patients the flat fee collected at time of appointment.
• Orders necessary equipment and office supplies for all aspects of the department, liaison for Plant Operations, and outside vendors for equipment maintenance and repair while working within the department budget and having awareness to conservation of supplies and resources.
• Provides administrative support to Genetic Counselor:
• Reviews Kronos for accuracy of time and attendance, updates as appropriate prior to Director approval. Serves as a Kronos super-user for department.
• Works with Nursing Administration and department staff to set and disseminate annual competencies.
• Maintains staff scheduling and calendars for nursing and administrative staff, monitors schedule changes and requests for paid time off with discussion and approval from Director.
• Attends to daily oversight of interoffice/external departmental mail including receipt of and send out of packages.
• Schedules new volunteers and contractors for training, maintains ongoing volunteer/contractor schedule, updates volunteer manual as needed and is the liaison with the Volunteer Department. Oversees department's participation in annual Volunteer Appreciation activity.
• Maintains Disaster Phone Chain for department and completes MIS Associate Access form for new Associates.

• Coordination/scheduling of Genetic Counselor blood draws.
• Provides Administrative Support to Director:
• Manages earnings of collected patient fees.
• Creation of new charts, scanning of Genetic Counselor documents into EMR, and temporary paper chart preparation for all upcoming appointments (including accessing online questionnaire and managing dissemination of information to Genetic Counselor).
• Obtains prescriptions from referring doctor required for all patient appointments.
• Coordinating the process of getting archived paper charts into the EMR system until completion. Archive search for patient records, when indicated.
• Faxing Genetic Counseling documentation when appropriate, overseeing incoming faxed referrals and making copies of patient information/handouts when needed.

• Provides scheduling for quarterly Cancer Committee and Breast Leadership Program meetings, including securing rooms, securing food and sending Outlook invites to committee members. Attends meetings and maintains attendance records/completeness of sign in sheets and ensures meetings are recorded effectively. Takes and disseminates minutes.

• Prepares and disseminates annual Associate appraisals.
• Updates and maintains Administrative and Nursing policies and procedures in coordination with Director.

• Is available, as needed, to provide assistance with Commission on Cancer (CoC), National Accreditation Program for Breast Centers (NAPBC) and National Accreditation Program for Rectal Cancer (NAPRC) Surveys.
• Provides back-up coverage for front office:
• Prepares contractor/vendor/DH Foundation invoices for review and signature by Director.

• At all times there must be 2 front office registration personnel. In the event that there is only 1 Associate, serving as the back-up coverage is required.

• Actively participates in and supports departmental and organization quality initiatives and goals.

Job Qualifications

• QUALIFICATIONS :

• Experience: At least 3 years of office experience dealing effectively with the public. Experience in a fast-paced, busy office setting. Experience in coordinating events.
• Other Skills: Typing, computer (Excel, Word, Power Point, Publisher), FAX duplicating equipment and telephone communication skills
• Genetic Counseling Assistant experience and Genetic Counseling Assistant certification preferred.
• Education: High School diploma and additional college or business schooling preferred.