Administrative Assistant

About the Role

Performing general office duties incorporating a variety of basic and routine clerical and secretarial duties in a clinical environment. This role serves as the "face" of an outpatient or hospital facility, using administrative skills to impact the lives of patients and their families. As an integral part of a cross-functional team, this position provides administrative support to maintain clinic operations and provide customer care for patients living with kidney disease.

Key Responsibilities

Patient Engagement and Front Desk

• Answering telephone & routing calls to the appropriate person.
• Professionally greeting all patients and guests.
• Maintaining a professional environment at all times.
• Monitoring the reception and waiting areas.
• Distributing incoming mail.
• Obtaining necessary signatures to ensure the efficient processing of admissions data in accordance with company policies and procedures.
• Ensuring all aspects of patient confidentiality are maintained at all times.

Scheduling and Registration

• Maintaining accurate records of hospitalization, patient travel, etc. to facilitate coordination of patient scheduling, ancillary testing, etc.
• Preparing medical records for facsimile or mail related to travel, transplant, disability and others.
• Organizing travel for patients by contacting and providing requested medical records.
• Coordinating with transient patient paperwork.
• Coordinating transfer placements and confirmations along with the Clinical Manager.
• Confirming admissions paperwork is completed and sent to designated department(s), such as billing, by collecting, faxing and scanning.
• Assisting with medical appointment referrals and scheduling.
• Assisting with transportation coordination and referrals.
• Ensuring data entry has been completed for Crown Web, related to ESRD 2728, ESRD 2746 and PART.
• Monthly insurance card scanning.

Administrative and Additional Responsibilities

• Setting up and maintaining filing systems and basic databases as applicable.
• Completing forms and reports as required by the various company offices and outside vendors and agencies.
• Preparing purchase orders using the appropriate software application.
• Assisting with department/facility accounts receivable and accounts payable functions and responsibilities as needed.
• Maintaining inventory of the necessary office supplies.
• Assisting in auditing records for ongoing compliance with medical records standards (H&Ps, monthly physician progress notes, care plans, etc).
• Assisting in the collection of Patient Demographic Information and Continuous Quality Improvement Data.
• Assembling, filing and maintaining patient medical records.
• Printing patient schedules and pulling patient charts daily.
• Arranging for package pickup and delivery.
• Assisting with month-end reporting requirements.
• Participating in collaboration sessions such as center/team huddles and staff meetings.
• Attending education and training sessions as appropriate and applying key learnings.

Skills

• Knowledge of office procedures required.
• Proficient in Microsoft office applications.
• Ability to adapt to supporting software applications.
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Strong organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.

Physical Demands and Working Conditions

• Day to day work includes desk and personal computer work and possible interaction with patients, facility staff and physicians.
• The position may require travel between assigned facilities and various locations within the community.
• The work environment may be characteristic of a health care facility with air temperature control and moderate noise levels.
• May be exposed to infectious and contagious diseases/materials.

Education

• High School Diploma or GED required.

Experience and Qualifications

• Minimum 6 months relevant experience without a degree.
• 1-2 years related experience preferred.
• Experience working knowledge of computers with Microsoft Word, Excel and PowerPoint preferred.
• Good verbal communication skills.
• Pleasant telephone manner.