CLINICAL ORDER SPECIALIST - NOMC ADMISSIONS
Status: PRN - As Needed
Under the supervision of the Patient Access Clinical Supervisor and Patient Access Manager, oversees and is responsible for management of all provider orders sent to North Oaks Medical Center through electronic fax. This only pertains to future orders faxed to the Patient Access Department for North Oaks Medical Center patients. This does not include orders faxed directly to other departments within North Oaks Medical Center.Patient Safety is maintained by using two patient identifiers prior to indexing orders into the patient’s Electronic Medical Record.Patient orders will be reviewed for all required elements necessary to validate the order.The Clinical Order Analyst will use his/her clinical expertise to review the procedure ordered and the diagnoses and transcribe them correctly in the patient’s Electronic Medical Record.Orders that do not contain all required elements, that are unclear, or the procedure ordered does not relate to the diagnosis will be discussed with or returned to the provider for correction/clarification.Follows hospital policy and procedure for the attainment of verbal orders.The Patient Clinical Analyst provides excellent customer service throughout the order management process within Patient Access.
1. Education Required: High School Diploma; Certified Radiology Technician with at least two years of clinical experience in a hospital setting.2. Knowledge, Skills, and Abilities: Medical Terminology desired; ability to communicate over the telephone; excellent customer service skills. Must be able to interpret complex documents related to insurance benefits. Must be able to read and understand physician’s orders.3. Intermediate computer skills required; ability to operate a computer using Word, Excel, and email, fax machines, printers, and copiers.4. Physical Skill Required: Must have considerable hand-eye coordination to operate a computer. Must be able to sit or stand for long periods of time. Must be able to bend or squat to patient’s level. Must be able to lift and carry supplies to department and to equipment (example: reams of paper to copiers/fax machines).Strength: LightPush: OccasionallyPull: OccasionallyCarry: OccasionallyLift: OccasionallySit: ConstantlyStand: OccasionallyWalk: Constantly
Patient Access: Order ManagementA. Reviews authenticated order/orders from the provider.B. All faxed orders must have two patient identifiers in order to accurately identify the patient.C. Understands that an order must have a patient name, diagnosis, test or procedure, date and appropriate signature of the ordering provider. The provider will be called for a corrected order when the order is incomplete. Understands the chart correction policies as it relates to late entries.D. Uses clinical expertise of self and or others facility clinicians to determine if the procedure ordered is appropriate for the diagnosis.E. Attaches the order to the correct hospital account registration (HAR) or creates an “orders only encounter” for an unscheduled test or procedures.F. Pays attention to the documents that are scanned. Makes sure each document is indexed to the correct document type. The provider may send over copies of documents, including, but not limited to:o The patient’s orderAdvance Directives (living will and durable power of attorney for health care) in accordance with Federal, State, and TJC requirements,Any other payer or facility required forms or documentsLetters of authorization for services from the payerSeeks clarification of proper document type for other documentation received.G. Understands the urgency in quickly and accurately indexing patient orders.H. Transcribes all patient orders received from providers, with the exception of lab orders.I. Uses clinical expertise to make sure the order is transcribed correctly.J. Any outpatient orders from a provider not in Epic will be verified that the provider has a valid license and is not sanctioned by Medicare prior to sending the patient to the service area. These providers will be entered in Epic as a “Physician on the Fly”.K. Acts as a clinical resource for all orders to all Patient Access Staff.L. Assist with training Patient Access Staff on reading and understanding provider orders.Patient Access: Document CoordinationA. Verifies orders are accurate. i. Patient Demographics, two patient identifiers ii. Physician Signature iii. Clarity of procedure ordered iv. Diagnosis v. Medical Necessity (procedure related to the diagnosis)B. Transcribes and Indexes Orders. i. Transcribe Orders within Epic ii. Index orders from Hyland iii. Verify order links to appointment scheduledC. Performs other duties as directed by supervisor.Patient Access: Fiscal ResponsibilityA. Expedites claim submission by working Patient Access work queues as assigned.CUSTOMER SERVICEA. Provides assistance, guidance, and directions to visitors, patients, employees, vendors and physicians.B. Secures escort or directs patient to the appropriate service area.C. Ensures that patients are in the appropriate area for registration, directing patients needing to go to other areas with instructions.D. Maintains competency in Service Recovery utilizing AAA (refer to polies and procedures).1. A – Acknowledge2. A – Apologize3. A – AmendE. Maintains personal appearance following the department and facility’s dress code.F. Maintains the appearance of the waiting/lobby area. Calls housekeeping when necessary.G. Utilizes the 4 Cs in all interactions (refer to policy)COMMUNICATIONSA. Establishes effective relationships with co-workers in own department as well as other departments.B. Assists other and shows willingness to work as a team player.C. Performs appropriately in difficult situations by remaining calm, notifying appropriate personnel and initiating appropriate action.D. Responds to inquiries from patients, relatives, physicians, insurance companies and the general public quickly and efficiently by actively listening and taking appropriate action.E. Discusses problems and/or confidential information only in appropriate setting and only with appropriate personnel. Keeps any confidential documents secure and out of the public view.F. Maintains par level of supplies and communicates to immediate supervisor when supplies are needed.G. Ensures all equipment is functional and ready for service, including paper levels in copiers, printers, and fax machines.H. When identified, removes and labels broken equipment or furniture from patient and visitor areas. Immediately notifies the appropriate department to remove item and/or fix broken item.I. Calls for all other service repairs as need is identified.OTHER DUTIESA. Attends ins-services, mandatory education and monthly department meetingsB. Performs other duties as assigned by supervision.C. Performs duties in a safe manner and follows North Oaks Health System’s safety polices and procedures.D. Follows North Oaks Health System’s Compliance Programs and Federal and State Regulatory guidelines.