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The Administrative Assistant I, herein described, reports directly to the Manager-Health Administration of Oral Diagnostic Sciences. He/she provides primary transcription and other related functions for the Oral & Maxillofacial Pathology Services. These functions include input of biopsy report daily into a specialized computer program, process final reports by printing. faxing and mailing reports to each doctor's daily (over 400 per week), maintain all biopsy report with demographics, print and maintain all log-books, print labels to mail biopsy kits to doctors, enter patient information in Axium and adding medical insurance and demographic information and prepare charge sheets to add financial charges to patient account.
Input biopsy reports daily into a specialized computer program (Biopsy Management). Process final reports by printing, faxing, and mailing reports to each doctor’s office daily (over 200 per week). Maintain Biopsy Management computer program making changes to formats as needed (i.e. adding new diagnostic options, etc.). Use Axium computer program to obtain patient information needed for biopsy reports. Maintain files on all-biopsy reports with demographics. Print and maintain log books and print labels for the Oral and Maxillofacial Pathology Laboratory to mail biopsy kits to doctors. Use of medical terminology.
Enter patient information into Axium, adding medical insurance information and scanning patient demographic sheet along with a copy of driver license, identification, and/or medical insurance cards, if applicable. Use prepared charge sheet to add charges to patient account. Scan completed biopsy reports into corresponding patient Axium charts for all in-house patients.
Assist the billing department with any questions and clarify information upon request. Maintain files on all posted charges. Assign and place ICD9 & 10 codes on each biopsy report, which is a critical function for the submitting surgeons to receive compensation; accuracy is essential.
Assist Pathology faculty by ordering special stains and recuts they request. Ensure that recut requests from outside hospitals for slide over-reads are filled promptly and given to the pathologist for review prior to sending them out. Ensure that all outside consults are promptly accessioned and given to the attending physician the day they are received. Assist pathologists by helping train the residents in dictation. Give residents model dictations and a coding outline; critiques their dictation. Ensure residents are given laboratory reports corrected by the attending pathologist, ensuring continuous feed-back. Help with numerous research projects and clinical studies by searching the large database using multiple types of queries.
Responsible for following up on overnight courier account, ordering airway bills and supplies for new doctors enrolled and reorders supplies for each doctor as needed. Add new doctors to the Biopsy Management computer program and make changes as needed. Assist doctors’ offices in obtaining verbal biopsy results and reading reports over the phone and faxing reports to doctors upon request (approx. 300 per week). Assist laboratory supervisor in accessioning and replenishing supplies and biopsy kits.
Assist the Division Head of Oral Pathology and other faculty members with reports and correspondence that are of a confidential nature. Types general correspondence and miscellaneous reports for the Division Head and faculty members.
Assist Program Assistant in the Department of Oral Diagnostic Sciences and the Billing Office (part of the College of Dentistry Dean’s Office) in setting up procedures for each department to use in the workflow from one department to another. Maintain records of all work that is done by each department to ensure all work is completed in a timely manner. Type and process Radiology and Pathology consultations for faculty.
Assist Case of the Month project by performing all aspects involved in preparing the case of the month for publication. Help find references and help compose the text for the case of the month. Responds to e-mail queries from case of the month participants, setting appointments or contacting the pathologists for information. Fulfills requests for biopsy supplies etc. that come through the web site.
Perform other duties (as assigned).
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