Office Assistant - Scanner PRN

Michigan Institute of Urology; Grand Rapids (MI); On-site; USD 21,000 - 28,000; Full time

Job summary

Michigan Institute of Urology in Grand Rapids is seeking an Office Assistant Scanner to produce digital copies of medical records and support clinic operations. The role focuses on accuracy, efficiency, and patient privacy as the medical team concentrates on patient well-being.

You will handle scans, manage EMR documents, communicate with patients about records, and assist with filing, chart retrieval, and basic clerical tasks.

Qualifications

• Proficiency with medical terminology and healthcare records.
• Strong organizational and detail orientation.
• Excellent verbal and written communication skills.
• Familiarity with EMR systems and office software.
• Commitment to HIPAA privacy and patient confidentiality.
• Ability to greet patients and handle calls professionally.

Responsibilities

• Scan completed transcription, labs, and reports into EMR charts.
• Search files, update records, and prepare reports.
• Organize and index scanned documents.
• Convert scanned images to TIFF or PDF.
• Reassemble documents after scanning.
• Communicate with patients about records and authorization for release.
• Pull and send charts as requested by external offices.
• Prepare files for storage.
• Close out orders by attaching images.
• Greet patients, answer questions, and assist with forms.
• Answer calls and deliver messages.
• Perform other duties as assigned.

Skills

Medical terminology

Organizational skills

Verbal and written communication

EMR knowledge

Microsoft Office

HIPAA compliance

Patient service

Education

High School Diploma or equivalent

Job description

Description

GENERAL SUMMARY

The Office Assistant Scanner is responsible for producing digital copies of files and documents for company needs. This position performs a range of clerical and administrative tasks to support the daily operations of the clinic. The Office Assistant Scanner must must be efficient in completing all tasks, allowing the medical team to concentrate on the well-being of the patients.

ESSENTIAL JOB FUNCTION/COMPETENCIES

Responsibilities include but are not limited to:

• Scans completed transcription, correspondence, all labs and diagnostic reports, all dictated reports, into patient’s EMR chart.
• Searches for and investigates information contained in files, inserts additional data on file records, completes reports, and keeps files current.
• Organizes/indexes scanned documents into folders.
• Converts scanned images into TIF or PDF format.
• Reassembles and organizes documents after scanning.
• Communicates with patients about their medical records, including requesting authorization for release of records to other parties.
• Pulls and send charts as requested by outer offices.
• Prepares files for storage on an as needed basis.
• Closes out orders as needed by attaching images to plan items.
• Greets patients visiting the facility, answers their questions and helps them fill out the required forms.
• Answers phone calls, takes and delivers messages when required.
• Performs other position related duties as assigned.

CERTIFICATIONS, LICENSURES OR REGISTRY REQUIREMENTS

• N/A

KNOWLEDGE | SKILLS | ABILITIES

• Knowledge of medical terminology.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Knowledge in healthcare systems operations such as EMR.
• Skill in using computer programs and applications including Microsoft Office.
• Complies with all health and safety policies of the organization.
• Complies with HIPAA regulations for patient confidentiality.
• Delivers exceptional patient service throughout all interactions.

Requirements

EDUCATION REQUIREMENTS

High School Diploma or equivalent required.

EXPERIENCE REQUIREMENTS

1-year related experience and/or training.

REQUIRED TRAVEL

N/A

PHYSICAL DEMANDS

Carrying Weight

Frequency

1-25 lbs.

Frequent from 34% to 66%

26-50 lbs.

Occasionally from 2% to 33%

Pushing/Pulling

Frequency

1-25 lbs.

Seldom, up to 2%

100 + lbs.

Seldom, up to 2%

Lifting - Height, Weight

Frequency

Floor to Chest, 1 -25 lbs.

Occasional: from 2% to 33%

Floor to Chest, 26-50 lbs.

Seldom: up to 2%

Floor to Waist, 1-25 lbs.

Occasional: from 2% to 33%

Floor to Waist, 26-50 lbs.

Seldom: up to 2%