Clinical Support Services Specialist Position

Hampton University Proton Cancer Institute (Hampton Proton) is seeking a Clinical Support Services (CSS) Specialist to provide administrative support for medical records retrieval, indexing, and scanning into the patient’s Electronic Medical Record (EMR) and ensure front desk patient care are maintained efficiently.

Hampton Proton is the nation’s 8th proton therapy facility and one of the largest free‑standing proton clinics in the world. The state‑of‑the‑art treatment and research center has four gantry rooms and one fixed beam room. Hampton Proton has been treating a variety of cancers since August 2010.

Hampton University Proton Cancer Institute (Hampton Proton) began with a vision. After the instillation of the first proton cancer treatment institute in 1990, rumblings of the therapy’s success reached Hampton University president, Dr. William R. Harvey. Upon learning more about the treatment from a Hampton University alumnus, he assembled a team to assess the feasibility of what would become the largest free‑standing proton therapy facility in the world.

Clinical Support Services Specialist plays a integral role in enhancing the quality of patient care by providing technical and clinical support to healthcare staff.

Responsibilities:

• Assist the CSS department with retrieving/scanning patient medical records from outside medical facilities, per HIPAA standards to or from valid medical facilities.
• Obtain medical records from the referring physicians in advance for consultations/appointments.
• Responsible for validating and maintaining the referring physicians’ database.
• Scanning faxing, scanning, indexing, and assigning internal documents into EMR.
• Assist with importing radiology reports into MIMs.
• Assist Front Desk with answering/transferring patient calls to appropriate department/staff, greet patients, and direct patients to correct waiting areas before notifying the staff of patient arrivals.
• Provide directions for patients /visitors to the correct areas within the building
• Notify the appropriate staff when a patient or visitor has arrived for a scheduled appointment and has waited longer than 15 minutes for an employee to speak to them or bring them back for their scheduled appointment.
• Communicates effectively on the operations of the receptionist desk, which includes coverage of the front desk.
• Responsible for answering telephone calls, transferring to the appropriate staff, ensure that visitors are signing in the logbook and receiving visitor badges.
• Print labels for the correct patient, fill out patient’s phone inquiry form, enter new patient inquiries within EMR system.
• Perform accurate data entry to ensure patients and visitors are loaded into the system
• Deliver mail to obtain signature on packages or inform the appropriate staff that a package has arrived.
• Effectively and in a timely manner communicate challenges with upper management.
• Assist with the efficient operation of workflow within the departments by performing other duties as assigned.

Qualifications:

• Must be able to prioritize multiple tasks, manage time, and have a sense of urgency for patient needs.
• Possess organizational skills and attention to detail with a high level of confidentiality and professionalism.
• Excellent customer service and communication skills both verbal and written.
• Demonstrate excellent computer skills and proficiency in entering information into the EMR.
• Attention to detail and high‑quality results oriented.
• Ability to multi‑task and prioritize needs in order to meet deadlines.
• High level of confidentiality and professionalism required.

• Work environment is in an office setting.
• Extended periods of time in a sitting/stationary position.
• Constantly operates office technology, such as computers and printers.
• Be able to reach, push, pull, hold, and lift up to 25 lbs., as needed.
• Frequently communicate through listening and speaking to exchange accurate information.

• High School Diploma or GED is required.
• Associate degree in a relevant healthcare field of study is preferred.
• Must be familiar with Microsoft Office Suite.
• EMR experience is highly preferred.
• At least 1 year of related work experience in a busy healthcare environment.
• Work schedule Monday through Friday from 8:00am to 5:00pm.

Job Type: Full-time

• 403(b)
• 403(b) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Relocation assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

• If you are selected for this role, how soon could you start?
• What are your hourly rate expectations?

• Medical Records: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Work Location:

In person

• Day shift
• Monday to Friday