OVERALL DESCRIPTION

Under the general supervision of the Occupational Health Clinical Specialist, provides all direct front-office patient services: controls visitor flow throughout the office; assigns patients to clinical personnel; reviews and processes medical records; schedules appointments; handles phone calls.

SPECIFIC RESPONSIBILITIES

1. Provides initial direct patient service in the Medical Department. Performs medical triage. Determines reason for visit and assigns cases to appropriate Medical Department personnel (e.g., Doctor, Laboratory Technician, or Medical Assistant) and ensures proper procedural order.
2. Controls and expedites visitor flow and ensures that all visitors are processed promptly.
3. Obtains written and verbal reports (laboratory, EKG, vision, blood pressure, medical). Calls or sends forms to hospitals and doctors; arranges appointments. Records same in the medical record. Schedules physicals for employees in train & engine service classifications covered by FRA. Forwards laboratory requisition forms and reports to appropriate Medical Department personnel.
4. Reviews non-occupational and occupational return-to-work notes for completeness. Reviews documentation, determines necessity for nurse or physician review; issues medical clearance forms to return-to work, files copy in medical records, and informs the work location.
5. Reviews all clinical information (EKG, BP, vision, hearing and lab results) for accuracy and completeness for forwarding to physician or nurse.
6. Explains physician’s orders to patients and advises of required follow-up. Schedules return appointments and advises of any necessary preparation or procedures required. Calls work locations to report employee’s work status as required.
7. Maintains log of visitors entering the medical Department, appointment books, lab registration forms, new hire and pre-placement physical. Records, collates, matches, dates, and files all laboratory reports. Performs tracking, scheduling and follow-up.
8. Answers telephone inquiries; takes and transmits messages as necessary; directs calls to proper person.
9. Records and distributes Medical Department Encounter slips.
10. Prepares folders for new employees and candidates. Updates personnel data on medical file. Searches records and files, extracts information as required.
11. Completes any license, examination and appointment forms as required. Completes all correspondence to Directors when employees do not show for appointments.
12. Backfills for Medical Records Librarian. 
13. Complies with all Authority and departmental safety and security policies and procedures as well as all applicable job safety responsibilities.  Reports any safety concerns, compromises or hazards affecting operations, the public, self and/or other employees.  Responsible for personal safety and is encouraged to promote the safety of others.
14. Performs other duties within the Medical Department as assigned. 

QUALIFICATIONS AND EXPERIENCE

• Must have Medical Assistant certification or equivalent and one year’s clinical experience or Medical Office Assistant certification and two years clinical experience or equivalent.
• Familiarity with standard occupational medical office practices and procedures, standard medical file handling, and confidentiality requirements.
• Must have previous data entry experience on PC or on mainframe terminal.
• Must become familiar with SEPTA terminology, policies, and procedures, and SEPTA and departmental rules and regulations.
• Must become proficient at data entry and maintenance of database computer files.

EQUIPMENT USED:

• Normal office machinery and outpatient medical office equipment.

PHYSICAL:

• Sitting 60%, Standing and moving about 40%

WORKING CONDITIONS:

• Busy medical office environment. Possible exposure to blood borne pathogens.