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Office Assistant / Clinical Technician

Employer
Advanced Decision Vectors
Location
Alexandria, VA
Closing date
Sep 20, 2021
This position is a part of the BirthCare Team that provides administrative and clinical support for the services offered at BirthCare Womens Health. The duties of this position are both administrative and clinical in nature. Administratively, general clerical, receptionist, and organizational skills are required to ensure the efficient operation of the office and the Birth Center. Clinically, the duties include drawing labs, taking vital signs, assisting with the NST monitoring, and assuring adequate medical supplies are available and well-stocked in the Birth Center. Persons in this position must be a Team Player and project a professional image during in-person and telephone interactions with clients, staff, students, and business associates. SPECIFIC RESPONSIBILITIES (Office Days): Obtain laboratory specimens Enter lab specimen requests into online lab system, print requisitions, labels, and prepare specimens for pick-up Ensure that all labs are completed and in appropriate lab box Pull charts for labs, notify MOC of results flagged as abnormal, and place in lab cart Assist women on and off the electronic fetal monitor. Assign PDR number to new OB clients and enter number into the PDR Database. Assist the Director and other midwives with data entry for PDR statistics. Clean and restock the exam rooms SPECIFIC RESPONSIBILITIES (Non-Office Days): Maintain inventory and order supplies as needed or directed: Technical Supplies Lab Supplies Medications Process Birth Charts Post birth on the calendar and in MacPractice Enter the birth on the EDD list Merge & purge the chart File Birth Certificate Process superbill Log in oxygen tank for home births Send thank-you notes to consultants Be sure two hazardous waste boxes are set up in trash closet Check schedule and have boxes ready for SteriCycle pick-up Properly dispose of expired supplies. Mail PAP and annual visit reminders Clean and restock the exam rooms ADDITIONAL RESPONSIBILITIES: Representing BirthCare to the Community Remember that BirthCare is a 24-hour facility Keep environment (including kitchen & exam rooms) neat, clean, and well organized Answer phones politely and promptly Provide basic information regarding BirthCares services Refer information requests to the on-call midwife Enter initial contact information into MacPractice System when clients inquire about services Refer interested potential clients to BirthCares website for additional or historical information Schedule a date for interested clients to attend BirthCare Beginnings: Info & Tour Sessions Check midwife@ daily and delegate as indicated Keep bulletin boards updated and neat Provide childbirth related resources to interested persons Manage and triage incoming calls referring to the on-call midwife as appropriate Schedule appointments and notify the office manager or director if unable to schedule appointment within 2 weeks Prepare Blue NOB and Birthday Planning Meeting Folders Send Welcome Email and keep links updated Manage Oxygen distribution and AquaDoula Rentals Preparation of Office Before Clients Arrival Turn on the lights Open the door, blinds, and curtains If the weather is nice, put out the outdoor table and chairs Adjust thermostat to 76 degrees Management of Office Hours Greet clients as they walk in the door and provide clipboard and/or chart with superbill Invite and instruct clients to obtain and record their BP, P, weight, and to empty their bladder Be aware of clients waiting for specific midwife and communicate situation to front office team and midwife Check out Clients by reviewing midwife notes on the superbill and according to the procedure for their gestational age NOB Checkout Procedure 28-36 Week Checkout Procedure 37 Week Checkout Procedure Schedule follow-up appointments File charts Check fax machine throughout the day and address issues appropriately Pull charts for labs, FMLA Papers, Referrals, Ultrasound Reports Prescriptions, Physician Care Reports, and place in lab cart Communicate with on-call and individual midwives as indicated General Office Procedures Enter clients into the EHR Send Welcome Email to new clients before appt. and instruct them to complete intake forms Enter client into EDD database Maintain Supply Inventory Note PDR and enter statistics Provide input into maintaining office systems Closing the Office Put away fetal monitor Autoclave instruments used for the day Clean and restock the exam rooms 2 Hazardous Waste Boxes in the Trash Closet Check schedule and have boxes ready for SteriCycle pick-up Take out all the Trash Tidy the waiting room and put toys away Close the blinds and curtains Turn heat down to 65F in winter and air conditioning up to 78 in summer Make sure that the doors are locked and set the alarm if you are the last to go Back-up Responsibilities: Your position will provide back-up to your other Administrative Team Members, the Office Assistant/Billing Assistant and the Office Assistant Everyone is responsible for: Making sure the bathrooms are cleaned and stocked Making sure exam rooms are cleaned and stocked Being able to answer phones politely and make appointments Answering phones politely and making appointments Maintaining inventory Putting away supplies Moving laundry Checking clients out according to the Checkout Procedures below: Gestational Age Checkout Procedures NOB Checkout Procedure Review midwife notes on superbill Obtain all NOB forms from client (AABC/PDR, HIPPA, Student Consent, General Consent, and Genetics Obtain labs as indicated Create and note PDR Ensure transfer records are present or complete records release Obtain copy of license and insurance card 28-36 Week Checkout Review midwife notes on superbill Ensure 28 weeks labs are complete and recorded Give Blue Birthday Planning Folder Schedule Birthday Planning Meeting Schedule remaining office visits at the 28 week visit 36-37 week tasks (complete as much as possible before client seen for appt): Provide client with copy of chart, return appointments (thru the end of the pregnancy), fetal movement chart, and lab forms for Rh Neg, Confirm correct address is in EHR and have client confirm their address is GPS accessible Encourage client to provide copy of their Birth Plan or upload Birth Plan into EHR Assure client has supplies for birth Confirm insurance coverage For home birth clients provide: full oxygen tank with tubing and record on oxygen log, antiseptic solution, and antibiotic eye ointment Review/Update billing/payment plan QUALIFICATIONS AND REQUIREMENTS: 1-2 years of office assistant experience Phlebotomy skills and documentation and/or certificate of completion of training Good communication skills Team Player and strong interpersonal skills Arrives to work on time and every day Maintains a positive attitude and professional demeanor in stressful situations ie tone of voice and body language Strong knowledge base in childbirth issues Strong knowledge base in out-of-hospital birth Basic computer skills Organizational skills Basic bookkeeping skills CPR Certification is a plus SUPERVISION AND GUIDANCE Direct supervision by Office Manager or DirectorJOB CLASSIFICATION PER OSHA STANDARDS: Category I (may routinely have contact with blood or other infectious materials)BENEFITS (eligible after 90 day probationary period for full-time employees): 2 weeks vacation (leave accrues 2 days per quarter for the first 2 quarters and 3 days per quarter for the second 2 quarters). Sick leave as needed (if abused, will be addressed with the individual employee) Continuing education to enhance job performance Health insurance, if needed Simple IRA after 2 years employment We are an Equal Opportunity Employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, disability or veteran status.

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