Administrative Support
Radiation Therapy (ELCCC)
Part Time
8 Hour Shift
Rancho Mirage, CA
Job #

  • Job Objective: A brief overview of the position.
    • The Department Secretary is responsible for the clerical aspects of the patient care for the Radiation Oncology Department.
  • Reports to
    • Office Supervisor and Manager
  • Supervises
    • N/A
  • Ages of Patients
    • Adult
    • Geriatric
  • Blood Borne Pathogens
    • Minimal/ No Potential
  • Qualifications
    • Education
      • N/A
    • Licensure/Certification
      • N/A
    • Experience
      • Required: 1 year of clerical experience in Medical Office
      • Preferred: Radiation Oncology Experience
  • Essential Responsibilities
    • Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
    • Answers telephones: Bighorn, La Quinta, and Arnold Palmer
    • Changes voice mail when necessary for all department phone lines
    • Coordinates, and delivers of all patient barcode labels. Assess which patients do not require barcode label and need to be manually queued upon arrival in ARIA.
    • Coordinates and communicates via email, all patient registrations by identifying: RDT, RTL, or APP to the financial counselor/registrar .
    • Enters all inpatient consultation demographics into ARIA. Identify in ARIA Inpatient status and Inpatient billing account.
    • Provides an intake sheet, face sheet, copy of insurance cards and copy of authorizations to the physicians’ billing office.
    • Activates and Deactivates when applicable the inpatient vs. outpatient accounts in ARIA.
    • Enters when available the ICD.9 code into STAR registration.
    • Activates and Deactivates all treatment patient accounts in ARIA for every calendar month.
    • Notifyies the financial counselor and physician billing office of each patient scheduled for radiation therapy and providing the treatment codes when necessary. Treatment codes are provided by the Office Supervisor.
    • Coordinates and obtains all HMO,PPO, Self pay, etc. authorizations for: Ancillary exams, Consultations, Radiation Treatment, Follow-up and special radiation treatment procedures in a timely manner.
    • Schedules the following patient appointments in ARIA: Consultation, Simulation, Follow-up visits, Prostate Seed Implants, Stereotactic Radiosurgery, HDR, Mammosite, Tumor Boards, Vacation, and Meetings applicable to the Physician(s), Nurse(s), and Social Worker, and applicable resources in ARIA.
    • Files all radiation oncology medical records as follows:
      • Acquiring Medical Records.
      • Filing Medical Records.
      • Scanning Medical Records ARIA.
      • Sending to EMC Medical Records Department for download into Patient Folder.
      • Acquiring all Radiology CD’s as requested.
      • Always follow the Authorization for Release of Protected Information policy.
      • Providing Medical Records for patient referrals.
    • Assembles all: patient packets, patient information folders, patient charts, patient identifier tags, patient on treatment charts and identify appropriate for physician and location or 24/7 patient.
    • Separates and distributes dictations to physician(s), correcting dictations, copying dictations, filing dictations, and mailing dictations to referring physicians.
    • Maintains and replenishes front waiting room supplies.
    • Maintains the closeout/breakdown of the radiation oncology patient chart then file.
    • Enters all referring physicians into the DataAdmin database in ARIA.
    • Cross trains for all front office duties to ensure coverage for vacation, sick days and assistance when necessary.
    • Tracks and monitors patient / department issues for follow-up and completion.
    • Performs other duties as assigned.

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