Clinical Support Assistant

Department Overview

This position performs a variety of clerical, clinical support or technical assignments of duties involving many different and unrelated processes, methods and tasks as instructed by clinic leadership. May include direct patient interactions. Works closely with and reports to clinic leadership and provides assistance with clinic and office tasks. Supports the activities of the clinic and works effectively with all clinic staff. Requires working in a confidential atmosphere, handling many complex projects at one time. Knowledge of and familiarity with OHSU facilities, resources, and personnel.

This position requires someone who can problem solve and stay highly organized.  High level written and verbal communication skills and the ability to stay calm under high pressure conditions and timelines.   

This position is within the Ambulatory Float Pool and requires flexibility to be willing to work in a variety of clinics and locations with little or no advance notice of assignment. The person in this position must be able to work at multiple locations (all ambulatory clinics in the Tri-County area) over the course of the typical work week and possibly the same day, providing own transportation.

Function/Duties of Position

Clerical Support

Able to assist and perform all clerical duties as required to maintain clinic flow and operations, including, but not limited to;

• Process incoming/outgoing faxes (labeling, records requests, upload refill requests, etc.)
• Scanning
• Process InBasket – not triage related (records requests, labs, imaging, message routing, etc.)
• Patient paperwork management (questionnaires, FMLA, provider signatures, no-show letters, etc.)
• Track and stock patient paperwork and brochures
• Process incoming/outgoing mail
• Use of Microsoft Office - Outlook
• General high-level clerical and project support
• Document legibly, concisely and accurately

Clinical Support

• Assists in admission process by recording patient’s name, address, phone number, age, and other personal information
• Takes and records vital signs such as blood pressure, pulse rate, respiration rate, and temperature
• Basic rooming to include only vitals, including social history, pain (no med reconciliation, allergies)
• No medication related activities allowed (reconciliation, administration, preparation)
• Make appointments for patients or refer patients to medical staff for immediate examination or treatment
• Transports patient to examination or treatment room with use of wheelchair or gurney or assists patient to walk; assists patient in undressing
• Assists providers during procedures with treatment or examination by passing instruments, holding patient in proper position but not able to perform independent clinical functions such as dressing removal/application, suture/staple removal, apply topical medications, etc.
• Assists in workflow coordination of daily operations between front desk and back office to ensure patient and provider flow is efficient, such as by continuous monitoring of providers schedules to assure timeliness, identifying barriers to patient flow
• Communicates with front and back office throughout the day regarding patient and provider continuous flow, participating with patient scheduling, room turnover, inventory management, and other clinical tasks as required to maintain patient and provider flow
• Can accept a patient sample for point of care or lab resulting and add a patient label, then handoff to MA for Epic workflow of releasing lab order and labeling with Epic label
• Technical support (MyChart, Epic, office equipment, etc.)
• Attends staff meetings/huddles
• Inventory management, including equipment—notifying appropriate personnel when cleaning and repair of equipment is needed
• Instrument processing pick up/drop off 
• Check expiration dates for medications/supplies
• Turn over rooms/cleaning/stocking
• Maintains knowledge of life safety, patient safety, fire and electrical safety and disaster plan

Patient Experience

• Monitors patient flow
• Updates patient on delays
• Provides excellent customer service
• Addresses in-the-moment patient needs as directed
• Maintains clean, safe, and orderly environment for patients, family, and clinical personnel

Professional Development

• Attends education classes appropriate to job development
• Uses consistent, professional communication with team members
• Flexible coverage of internal service needs, and the continuous application of process improvement methods and skills
• Receptive to feedback and coaching
• Successfully completes the required initial training and core competency assessment before or during the trial service period
• Maintains core competencies, and demonstrates continuous application of these skills throughout the period of employment
• Completes all required modules and updates

Required Qualifications

• High school diploma or equivalent, AND
• One year of experience with high volume contact with the public; OR
• 6 months of medical office experience, with high volume contact with patients
• Fluency in written and spoken English.
• Must be able to communicate effectively verbally and in writing.
• Excellent telephone communication skills.
• Positions with in person patient care: BLS certificate within 30 days of hire or prior to independent practice, whichever comes first 

Preferred Qualifications

• Excellent customer service skills, and ability to multi-task in a fast-paced environment required. 
• Must be detail oriented and have good organizational skills.
•  Must be able to demonstrate excellent customer service skills
• Must have good grammar skills. 
• Must have a demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers. 
• Must be able to work both with a team and independently.
• Experience working with an electronic medical record system

Additional Details

• This position works in a busy environment with a lot of interruptions, multiple demands and people interactions.  It requires dealing with noise and frequent interruptions within the work group.
• This position requires sitting for at least two hours at a time.  Frequent intervals of walking significant cumulative distances (i.e., transporting specimens/supplies to other buildings, etc.) standing for long periods of time, and bending. Heavy use of computers and phones.  Ability to occasionally lift and carry at least 25 lbs.  Ability to speak clearly, demonstrate patience and understanding of customer needs.  Must be able to deal with competing needs and priorities of internal customers.  Significant use of personal computers, copiers, multi-line phones and fax machines.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]