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Clerical Associate II-(As needed) -McLeod Vascular Associates

Florence, SC



1. Job responsibilities include those listed in competencies document

2. Maintains a professional image and exhibits excellent customer relations to patients, visitors, physicians, and co-

workers in accordance with our Service Excellence Standards and Core Values. Keep the Service Excellence statement

as first item.

3. COMMUNICATIONS HANDLING – Handles all incoming communications and insures reliable consistent coverage

for phones

4. Answers primary team phone lines in real time

5. Documents telephone encounters

6. Manages team e-mail and portal inquiries in real time

7. Makes calls on behalf of nurse or physician

8. Pages doctor on call

9. Directs hospital consult calls

10. APPOINTMENT SCHEDULING – Coordinates and schedules all appointments whether in the office, hospital

surgery center etc. Confirms and follows up on communication

11. Manages schedule

12. Maintains and updates printed patient schedule

13. Notes reason for the visit

14. Makes appointments based on protocols

· New patients

· In office reappointment

· Quick Care / same day

· Office study

· E-mail as part of the patient portal

· Notes if rescheduled

· Verifies patient data

· Confirms demographic and insurance info on every call

· Dates and times of upcoming appointments confirmed

· Preventive visits updated (every patient has a return appointment booked)

· Reschedules patients based as needed or patients without a future appointment

· Considers multiple schedules

· Office schedule

· Satellite schedule

· Doctors personal schedule · Hospital schedule · Notifies management of scheduling issues as soon as it is known 15. Fast tracks primary care referrals 16. QUICK CARE HANDLING – Coordinates and manages the expectations of all same day appointments · Maintains quick care – same day appointment schedule · Appoints patients based list of symptoms based on standing orders · Sets patient expectations on short single focused nature of visit · Informs patients that anything outside of visit reason will be rescheduled 17. Communicates to doctor and staff of nature of quick care visit 18. MESSAGE FOLLOW THROUGH – Addresses and or follows up on all messages, mail, faxes and incoming communications 19. Processes all calls 20. Takes messages from online portal 21. Takes messages from team email 22. Sorts team mail and faxes 23. Passes messages on to correct party 24. Follow through to insure messages are returned within 24 hours 25. Confirms all messages have been handled for the day 26. PRE-VISIT PREPARATION – Prepares the day before completing all tasks that can be done before the patient arrives including preregistration function · Arranges all hard copy information required from referring physician before appointment 27. Updates patient profile 28. PATIENT REFERRAL COORDINATION – Coordinates straight forward referrals to other specialists if less than 5 minutes according to the established physician protocols · Handles referrals (less than 5 minutes) based on standing physician orders · Scheduling procedures or tests (less than 5 minutes) based on standing physician orders 29. Receives and processes referrals for services 30. FILING AND SCANNING – Works to maintain a work environment that is paperless. Keeps precise chart counts and regularly updates patient registries · Request or get old files 31. Eliminates paper through scanning 32. TEAM ADMIN SUPPORT – Supports team members by handling key administrative duties · Maintains daily task list · Mail new patient paperwork packets if appointment is greater than a week · Prints and mails recall letters 33. Sets and attends team meetings 34. QUALITY IMPROVEMENT PROCESS – Actively participates in the care team and cross functional team quality improvement process · Identifies care team challenges and documents them · Identifies care team improvement ideas and documents them · Actively participates in quarterly care team meetings · Actively participates in quarterly cross functional meetings base on site wide job descriptions · Models quality improvement behavior in times of stress and conflict

Job Requirements

Qualifications /Training:

Individual must be able to perform basic clerical functions and in addition, the ability to comprehend medical terminology. Six months to

one year related experience and/or training; or equivalent combination of education and experience.



HS diploma preferred or GED equivalent from an accredited school



Physical Requirements: Refer to Occupational Risk Assessment


Full time


Florence, SC, United States


Full time

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