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The Administrative Assistant II, herein described, reports directly to the Manager-Health Administration of Oral Diagnostic Sciences. He/she provides direct and primary administrative and other related functions for the Oral & Maxillofacial Pathology Services to Faculty. 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 daily (over 300 per week), maintain all biopsy reports with demographics, print and maintain all logbooks, print labels to mail biopsy kits to doctors, enter patient information in Axium and add medical insurance and demographic information and prepare charge sheets to add financial charges to patient account.
To perform the direct and primary administrative and other related functions for the Oral & Maxillofacial Pathology Services for Faculty. This includes the input biopsy reports daily into a specialized computer program (Biopsy Management). Enter patient’s demographic information into Axium, add medical insurance information and scan patient demographic sheets 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. Type and process Radiology and Pathology consultations for faculty. Proof, secure, and upload reports to patients’ charts in Axium on a daily basis. Establish and maintain contact with all outside imaging labs that send cases for interpretation reports, including distribution of consultation forms and other material needed for processing biopsies. Process final reports by printing, faxing, and mailing reports to each doctor’s office daily (over 200 per week). Use an Axium computer program to obtain patient information needed for biopsy reports. Maintain files on all-biopsy reports with demographics. Print and maintain logbooks and print labels for the Oral and Maxillofacial Pathology Laboratory to mail biopsy kits to doctors. Use of medical terminology.
Assist Pathology faculty by ordering special stains and recuts requested. Ensure that recut requests from outside hospitals for slide over-read are filled promptly and given to the pathologist for review prior to sending them out. Ensure that all outside consultations 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 feedback. Help with numerous research projects and clinical studies by searching the large databases using multiple types of queries.
Respond to all biopsy and provider-related phones calls daily and email all biopsy interpretation requests timely. Assist the Division Head of Oral Pathology with reports and correspondence that are of a confidential nature. Do the drafting, editing, and formatting of faculty correspondence as required. Prepare and maintain pathologists weekly reading log. Assist with administrative tasks, when necessary, in the absence of the department’s administrative assistant.
Responsible for following up on the overnight courier account, ordering airway bills and supplies for new doctors enrolled and reordering 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 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 about the case of the month’s participants, setting appointments or contacting the pathologists for information. Fulfills requests for biopsy supplies etc. that come through the web site
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 the 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.
Perform other duties (as assigned).
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