Medical Office Representative - Oncology Clinic - Days

VCU Massey Center at the new Adult Outpatient Pavilion offers a single point of care for outpatient cancer services to include hematology, medical, surgical and radiation oncology clinics. We are an NCI Cancer Center that offers clinical trials, cutting edge treatments, enhanced imaging and more to provide comprehensive treatment options. Our clinics incorporate shared spaces to support multidisciplinary collaboration to promote the best possible care and treatment options for our patients. Our team shares a common passion for oncology nursing and emphasizes the importance of patient-centered care.

The Medical Office Representative provides administrative and patient care support to various ambulatory and outpatient clinics. This position will work as a member of the clinic team to provide smooth outpatient flow resulting in optimum patient satisfaction and clinic operation.

Essential Job Statements

Serve as a point of contact for patients within the VCUHS Outpatient/Ambulatory Services network.

Draft routine documentation (e.g., work/school notes, FMLA paperwork, referral forms, disability forms) for provider review.

Manage incoming faxed documents (electronic and paper), ensuring proper routing and scanning in the Electronic Health Record (EHR).

Completes necessary new patient referrals, retrieves outside records (labs, imaging, diagnostic reports, medical records) prior to appointments, and ensures patients are scheduled into the correct clinic.

May assist with ordering Durable Medical Equipment (DME) and coordinating with Home Health companies when necessary.

Partners with providers and clinical support staff to ensure coordination of patient care continuity.

Operate general office machines to include regular typing and word processing equipment, copy machines, fax machines, calculators, and transcription equipment.

Answer telephone, screen calls, respond to routine questions and take messages in accordance with supervisor’s instructions; Greet patients.

Make appointments or referrals according to instructions and procedures, to support continuity of care.

Collect accurate demographic and financial information during the scheduling and/or registration processes to ensure full and timely revenue capture.

Obtains insurance verification and/or prior authorization as needed. 

Prepare and provide appropriate documents and materials for clinic and patients as requested.

Ensure timely follow-up appointment scheduling based on clinical recommendations.

Track and follow up on outstanding documentation or provider signatures as needed.

Screen and sort mail and documents; respond to routine items not requiring supervisor’s attention according to instructions and standard procedures. 

Take or transcribe dictation, type medical reports and summaries, patient histories, manuscripts, and letters from rough draft to final copy ensuring accuracy and completeness.

Perform other related duties incidental to the work described herein.

Patient Population: N/A

Employment Qualifications

Education Required: High school diploma or equivalent

Education Preferred: N/A

Licensing/ Certification

Licensure Required: N/A

Licensure Preferred: N/A

Certification Required: N/A

Certification Preferred: Certification in Medical Office Administration or related field

Minimum Qualifications

Years and Type of Required Experience: One (1) year customer service experience required. Medical office experience preferred.

Other Knowledge, Skills and Abilities Required: *Compassionate, patient-focused attitude with the ability to handle sensitive situations with discretion. *Strong interpersonal, organizational, and multitasking skills

*Typing- medical, reception, editing/proofing, filing, telephone protocol, shorthand/speedwriting, medical terminology, office procedures, correspondence, Microsoft Windows, Microsoft Word, Microsoft Excel

Other Knowledge, Skills and Abilities Preferred: N/A

Working Conditions: Periods of high stress and fluctuating workloads may occur. General office environment. May be exposed to high noise levels and bright lights. May have periods of constant interruptions.

Physical Requirements
Physical Demands: Lifting/ Carrying (0-50 lbs.), Push/ Pull (0-50 lbs.), Stoop, Kneel, Squat, Bending 

Work Position: Sitting, Walking, Standing 

Additional Physical Requirements/ Hazards

Physical Requirements: Manual dexterity (eye/hand coordination), Hear alarms/telephone/tape recorder, Reach above shoulder, Repetitive arm/hand movements, Finger Dexterity, Color Vision, Acuity – far, Acuity – near 

Hazards: N/A

Mental/Sensory – Emotional

Mental/Sensory: Strong Recall, Reasoning, Problem Solving, Hearing, Speak Clearly, Write Legibly, Reading, Logical Thinking, Other 

Emotional: Fast pace environment, Able to Handle Multiple Priorities, Frequent and Intense Customer Interactions, Noisy Environment, Able to Adapt to Frequent Change 
 

EEO Employer/Disabled/Protected Veteran