TH Staff Assistant I - Radiation Oncology

At Stony Brook Medicine the Staff Assistant I in the Radiation Oncology department functions in a hybrid role encompassing a broad range of administrative support to ensure efficient coordination of complex patient visits, scheduling, and patient flow, under the direction of the Administrative Director. Qualified candidates will demonstrate superior patient care and possess outstanding communication and organization skills while adhering to our high standard of excellence.

Duties of a Staff Assistant I may include the following but are not limited to:

• Coordinates high volume, complex linked scheduling for various appointment types in EWS and Aria systems for the Radiation Oncology department. This includes: scheduling, confirming, and arriving of appointments.
• Ensure patient appointments and treatments and tests do not fall through the cracks.
• Ensure patient compliance with appointments and test to ensure continue treatment.
• Identifies and facilitates patients with financial needs to financial navigation team.
• Frequent rescheduling and re-coordination of numerous inter-dependent complex clinic appointment visits due to the acuity of cancer patients.
• Provides cross coverage for New Patient Coordinators to maintain the operational patient flow of the clinic.
• Performs complex treatment coordination; Update the Care Path in the Aria system to process the HOLD for patient's On-Treatment-Visit.
• Maintain/distribute(s) the daily schedules with the room numbers for the MDs and nurses.
• Utilizes multiple Radiation Oncology specific IT systems to support operational reporting and data analysis.
• Keeps accurate records to ensure scheduling system accuracy.
• Communicate with outside physicians and disseminate pertinent information to patients and staff. Request outside reports and maintain accuracy for provider and treatment visits.
• Review patient chart to verify latest results are scanned into Powerchart and referrals are obtained when needed.
• Support functions as it relates to; obtain/print physician orders (ie prescription for blood and scans), respond to inquiries as necessary, greet patients and answer telephones in assigned area and assist callers and direct calls as appropriate, record keeping, scan appropriate documentation (ie. photo id and insurance documents) preparation and filing memorandum/reports, photocopies, and distributes information as appropriate.
• Provides MD and care team with end of the day reconciliation of outstanding requirements for documentation of order tests and treatments to ensure that patients coming in for future appointments have all the necessary documentation and orders in place so financial and clinical processes can take place and not delay patient care.
• Monitor and follow-up on "no-show" patients to identify and escalate patient compliance issues. Prepares reports on trends no-shows and cancellations.
• Identifies potential billing and insurance issues: has patients complete all of the appropriate forms; gives patients necessary instructions for their order test(s); advise patients on the need for authorization/pre-certification; copy scripts that are given to patients.
• Create spreadsheets and reports as related to various reconciliation and operational issues, as required to support increase volume in future growth of the department.
• Communicates daily with the Revenue Cycle Coordinator, New Patient Coordinators, Authorization Team, MD's, Radiation Therapists, nursing division, as well as the Administrative Director to facilitate smooth flow of patient discharge and overall smooth operations of the department.
• Validate patient parking.
• Request and reconcile patient encounters.
• Maintain and order office supplies.
• Stock patient nourishments
• Maintains calm, friendly and positive demeanor to ensure patient and referring MD service excellence while meeting the operational needs of the department.
• Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations.
• Request for transport of equipment and patients in capacity management.
• All other duties as assigned.

Qualifications

Required Qualifications:

• Bachelor's degree
• At least 4 years of experience working in a hospital or ambulatory setting
• Experience in direct, face to face patient and physician customer service related to healthcare
• At least 3 years of experience in patient scheduling
• Experience with Microsoft Office applications
• Ability to prepare reports on activities and trends
• Problem solving skills
• Excellent verbal and written communication skills

Preferred Qualifications:

• Bilingual in English and Spanish
• Experience in radiation oncology or cancer related outpatient or ambulatory health care services
• Experience working with Cerner

Special Notes: Resume/CV should be included with the online application.

Posting Overview: 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. Candidates are advised on the application that 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. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

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• 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 maybe 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.
• This function/position maybe 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.

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*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Meet Regulatory Requirements for pre employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

*The hiring department will be responsible for any fee incurred for examination.

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Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.

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Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

FOR UUP/MC Reqs:

Anticipated Pay Range:

The salary range (or hiring range) for this position is $53,278 - $64,945 / year.

The above salary range represents SBUH's good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate's validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

• Location pay for UUP, CSEA & PEF full-time positions ($3400)

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.