Job Description

Help Our Clinic Focus on What Matters Most: Patient Care

Urologic Consultants is seeking a dedicated Office Assistant Scanner to join our team in Grand Rapids. If you are a detail-oriented professional who thrives in an organized environment and enjoys the intersection of administrative support and healthcare technology, we want to hear from you.

As an Office Assistant Scanner, you will be the backbone of our digital records management, ensuring that our medical team has the accurate, up-to-date information they need to provide exceptional patient care.

The Details

• Location: 25 Michigan St NE #3300, Grand Rapids, MI 49503
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM
• Role Type: Administrative / Clerical

Key Responsibilities

• Digital Integration: Scan and index transcription, labs, diagnostic reports, and dictated notes directly into patient EMR charts.
• Records Management: Convert images to TIF/PDF formats, organize digital folders, and prepare physical files for storage.
• Information Specialist: Search for and investigate file data, ensuring all records remain current and accurate.
• Patient Interaction: Greet visitors, assist with required forms, and communicate professionally regarding medical record authorizations and releases.
• Operational Support: Handle incoming phone calls, deliver messages, and pull charts for outside offices as requested.

What We Are Looking For

We are searching for a candidate who is highly organized and comfortable multitasking under deadlines. To be successful in this role, you should possess:

• Technical Proficiency: Strong skills in using computers, scanners, faxes, and Microsoft Office. Experience with EMR systems is a significant plus.
• Attention to Detail: Precision is vital when managing sensitive medical documentation.
• Communication Skills: Excellent verbal and written skills for interacting with both patients and the medical team.
• Knowledge Base: Familiarity with medical terminology and a strict commitment to HIPAA regulations and patient confidentiality.
• Service Mindset: A dedication to delivering exceptional service in every interaction.

Why Join Urologic Consultants?

You will play a critical role in streamlining our daily operations, allowing our medical providers to concentrate fully on the well-being of our patients. We offer a professional, fast-paced environment where your organizational skills truly make a difference.

To Apply: Please submit your resume and cover letter highlighting your relevant experience with digital filing and medical administration.

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%