Medical Assistant or Transplant Specialist

Serve as first line resource for patients and assist in facilitating the patient through all transplant/donor phases; referral, evaluation, waitlist and post-transplant or donation phases (referral, evaluation and post donation). Triage a high volume of challenging patient, provider and calls. Report urgent calls to coordinator and physicians. Triage phone calls and faxes for the Transplant Office. Schedule appointments/testing as needed and notify patient via phone call and/or letter.

Obtain/track testing results performed at outside facilities. Accurately enter outside labs into the transplant database. Notify RN Transplant Coordinator of abnormal/urgent results.

Assembles packets of information for patients/patients’ families/donors to be used at meetings, education sessions, or individually, both handed out or mailed.

Create, update and track all program referrals and patient information in the transplant database, OTTR, Expanse, etc. Provide referral data for review by team and Transplant Administrator.

Collaborate with the Financial Coordinator to provide insurance information, determine if authorizations are required and to secure required authorizations from insurance carriers.

Schedule all initial, annual and post-transplant multidisciplinary team evaluations which may include but are not limited to, Transplant Coordinator, Dietician, MSW, Pharmacy, Financial Coordinator, Surgeon and Nephrologist. Also scheduling of diagnostic studies, health maintenance exams and specialty consults. Notify patient of upcoming appointments and provide verbal and written instructions.

Determine records required for the evaluation process. Request/Retrieve medical reports required for pre-transplant evaluation from dialysis units, HIM, outside facilities and physicians. Continually follow-up on requests to obtain reports throughout all phases of transplant; document actions taken. Scan and attach records in the transplant database.

Retrieve records directly from medical records systems outside of the Avera system, ie Epic.

Communicates with primary nephrologists and primary care physicians.

Faxes or mails medical information to the dialysis units, case managers, referring physicians and consulting physicians.

Generate Expanse and OTTR chart on each patient.

Demonstrates effective verbal and written communication with a diverse audience including leaders, subject matter experts, and ITC. Participates in project plan development and implementation, facilitating project meetings and documenting effectively.

Provides patient reception services, backing-up other secretaries, answers telephone, operates paging system, answers inquiries, directs and assists patients or visitors, takes and relays messages, and runs errands for managerial, Nursing or Social Work staff as needed.

Assists with discharge as directed by the Transplant Coordinator or physician. Investigate cancels and no shows. Reschedule appointments as directed by Transplant Coordinator

Assist in informing multidisciplinary team regarding patient appointment flow throughout the day.

Maintains contact with the organ and donor candidates in order to obtain updated medical information and reports.

Assists in the arrangements of living related/non-related organ donation and transplantation as directed by the RN Transplant Coordinator.

Collaborates with RN Transplant Coordinators in order to assure that all responsibilities are covered when one Coordinator is absent. The Assistants may rotate some tasks as appropriate and approved by the RN Transplant Coordinators and update Expanse schedule accordingly.

Manages incoming data via fax and route to the appropriate member of the multidisciplinary team.

Participates on committees and attends meetings as appropriate.

Gather and send records requested by outside facilities.

Prepares and maintains pending work-up lists for presentation at team meetings. Responsible for sending out appropriate data.

Coordinate transplant outreach to include patient and physician schedules, car rentals, lodging accommodations and may travel with team when indicated by patient load.

Training of new staff on job responsibilities, database familiarization, scheduling workflow and other duties as appropriate.

Assists in the arrangements of living related/non-related organ donation and transplantation as directed by the RN Transplant Coordinator.

Schedule follow-up appointments/stent removals

Comply with all CMS and UNOS regulatory requirements, to include written patient communications regarding decisions from Selection Committee, proper documentation, scanning of source documents and other regulatory requirements as assigned.

Order office supplies, medical supplies and forms; monitor usage/supply of same.

Cross coverage with other members of the team to ensure incoming communications are addressed in a timely manner.

What you will do

Assists in care to patients as directed by provider based on competency.

Provides accurate, completed, legible and timely documentation of all patient procedures in the medical record.

Maintains timely flow of patients.

Instructs patients in collection of samples and tests. Responsible for assisting with patient and family education to include procedures, medication use, nutrition, disease processes, and maintenance of health and wellness, etc., based on competency.

Greets patients and conducts clinical interview collecting history and vital signs.

Labels and processes lab specimens according to lab procedures.

Maintains exam room for necessary supplies and materials. Performs daily and weekly environmental cleaning and equipment quality control and maintenance. Cleans and sterilizes medical equipment according to policy. Follows correct procedures for handling and disposing of bio-hazardous infectious waste.

Provided back-up help for front desk personnel. This may include answering telephone, scheduling and cancelling appointments, and scheduling consult patients.