HIM/CALL CENTER TEAM LEAD - ONCOLOGY

ADP, Inc.; Maumee (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

ADP, Inc. in Maumee, OH is seeking a Medical Records/Call Center Team Lead to supervise the practice's call center, monitor response times, and generate update reports.

You will coordinate with the Manager of Patient Intake, train new staff, ensure HIPAA compliance, scan documents, and manage patient records requests.

The role requires professional attire, reliable attendance, and the ability to adapt to changes while maintaining patient confidentiality and high customer service standards.

Qualifications

• HS diploma or GED required.
• Experience in medical office or medical records preferred.
• Knowledge of HIPAA rules and patient privacy.

Responsibilities

• Supervise the practice's call center and monitor response times.
• Lead and train call center staff on workflows and expectations.
• Coordinate with Patient Intake Manager to review and adjust call center processes.
• Point person for call escalation and issue resolution.
• Oversee call coverage and ensure adequate phone availability during shifts.
• Process incoming/outgoing faxes and maintain main office fax machines.
• Greet patients and assist with requests for medical records and PHI.
• Maintain confidentiality of PHI and ensure HIPAA compliance.

Skills

Customer service

Call center supervision

HIPAA compliance

Phone system knowledge

Staff training

Communication skills

Education

HS diploma or GED

Job description

Medical records/call center team member.

General Summary

The Team Lead Call Center Attendant team member is responsible for the supervision of the Practice’s Call Center. Monitors phone call response time and provide update reports on staff response times and dropped calls. Arranges for new phone equipment by coordinating with the Manager of Patient Intake. Trouble shoots system and reports problems to phone provider and internet provider. Collaborates with TTC network specialists to assure proper functioning of system. Responsible for phone call management within practice and assures excellent customer service. Responsible for rescheduling appointments.

Responsible for scanning paper documents into electronic medical records. Responsible for electronically processing patient health information. Ability to electronically import, fax and scan medical documents. Knowledge of medical terminology to correctly identify health information documents for electronic processing.

• Consistently arrives at work on time and adheres to regular work schedule.
• Leads and guides development of call center employees.
• Oversees and trains new call center employees on workflow and expectation of the roles.
• Coordinate with Patient Intake Manager to review and adjust any call center workflows as needed and conducts training to call center staff on any changes.
• Point person for call escalation and take over when needed.Provides routine direction and is the go-to for call center staff to address potential issues or problems. Expected to communicate these to Manager of Patient Intake as assistance and input is needed.
• Directs shift coverage to ensure necessary phone coverage during lunch hours.
• Provides feedback of call center staff as part of annual review to the Manager of Patient Intake.
• Monitors call center activity and provide direction to staff to assure timely response times to incoming calls and standards are adhered to.
• Directs ACD group staff logins to assure adequate phone coverage in all offices.
• Uses phone system reports to investigate patient and physician complaints.
• Processes incoming and outgoing faxes.
• Monitors and maintains main office fax machines.
• Ensures voicemail is working properly.
• Troubleshoots telephone problems.
  • Reports problems to phone support company (CDS).
• Prepares reports and monitors telephone usage and communicates with Patient Intake Manager.
  • Reports any abnormal usage, costs and special needs.
  • Assess call center staff productivity.
  • Maintains appropriate logs and records.
• Maintains the confidentiality of protected health information (PHI) in accordance with clinic policies and state/federal laws and regulations.
• Scans paper documents into electronic medical record accurately.
• Greet patients, answer phones and assist patients requesting medical records.
• Responds to internal and external requests for patient records, including retrieval and transmission of requested documents and verification of receipt.
• Handle requests for release of patient medical information according to HIPAA rules and copy service contract.
• Scan historic paper charts into electronic medical record and index according to protocol.

Other Essential Duties May Include but Are Not Limited To

• General clerical duties such as scanning, faxing, photocopying and filing.
• Exhibits excellent written and verbal skills.
• Utilizes assertive communication skills in addressing concerns or problems.
• Participates as a member of organization/institutional committees as requested.
• Able to conceive innovative strategies and ideas for the center, exhibiting “out of the box” thinking.
• Performs job duties effectively with minimal direction.
• Initiates new ideas and projects that enhance patient care or other aspects of services and care.
• Service as a team member among co-workers and peers.
• Participates in TCCC activities that enhance patient care and work surroundings.
• Participates in assuring that all personally identifiable healthcare information of the patient will be maintained confidential.
• Assures that any oral or written disclosure of personally identifiable healthcare information should be minimum necessary to serve the purpose of performing quality care to the patient.
• Understands any disclosure outside payment, treatment, or healthcare operations requires written patient authorization in each instance.
• Understands and demonstrates sensitivity to the cultural diversity of patients, staff, and visitors
• Other duties as assigned.

Knowledge, Skills & Abilities Required

Required:

• Consistently arrives at work in appropriate/professional attire.
• Completes all tasks within established time frame.
• Adheres to all clinic policies and procedures.
• Knowledge of communications equipment and repair procedures.
• Knowledge of voice over internet phone system operations.
• Knowledge of telephone and voicemail systems.
• Skill in operating telephone communication systems.
• Skill in gathering, analyzing and evaluating data.
• Ability to read, understands, and follows oral and written instruction.
• Ability to handle stressful situations and react calmly.
• Ability to establish and maintain effective working relationships with staff.
• Ability to communicate clearly and effectively orally and in writing.
• Ability to excel in an environment of constant change, problems and unexpected interruptions, where extreme pressure to deliver results is expected.
• Skills in establishing and maintaining effective working relationships with physicians and non-physician support staff.
• Knowledge of computer systems and applications.
• Working knowledge of Clinical IT applications.
• Seeks appropriate tasks when primary tasks are completed and assists co-workers as needed.
• Flexibility and ability to adjust to a constantly changing work environment.
• Excellent customer relations and phone protocol.
• Ability to handle sensitive information and maintain HIPAA compliance
• Ability to accurately identify medical record documentation by name for electronic filing.
• Excellent organizational skills.
• Demonstrates adaptability to expanded roles.

Education:

• HS diploma or GED.

Preferred:

• Previous experience in a medical office or in medical records.