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 outpatient or hospital facilities, using administrative skills to impact the lives of patients and their families. As a secretary/receptionist, you will be an integral part of a cross-functional team, providing administrative support to maintain clinic operations and provide the best customer care for patients living with kidney disease.

Key Responsibilities

Under general supervision, follows established company policies and procedures and applies acquired job skills to:

• Patient Engagement and Front Desk:
• Answering telephone and routing calls to the appropriate person.
• Professionally greet all patients and guests.
• Maintain a professional environment at all times, monitoring reception and waiting areas.
• Distributing incoming mail.
• Obtain necessary signatures to ensure the efficient processing of admissions data in accordance with FMCNA policies and procedures.
• Ensure all aspects of patient confidentiality are maintained at all times.
• Scheduling and Registration:
• Maintain accurate records of hospitalization, patient travel, etc., to facilitate coordination of patient scheduling, ancillary testing, etc.
• Prepare medical records for facsimile or mail related to travel, transplant, disability, and others.
• Organize travel for patients by contacting and providing requested medical records.
• Coordinate with transient patient paperwork.
• Coordinate transfer placements and confirmations along with the Clinical Manager.
• Confirm admissions paperwork is completed and sent to designated department(s), such as billing, by collecting, faxing, and scanning.
• Assist with medical appointment referrals and scheduling.
• Assist with transportation coordination and referrals.
• Ensure 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 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.
• Assemble, file, and maintain patient medical records.
• Print patient schedule and pull patient charts daily.
• Arrange for package pickup and delivery.
• Assisting with month-end reporting requirements.
• Participate in collaboration sessions such as center/team huddles and staff meetings.
• Attend education and training sessions as appropriate and apply key learnings.

Requirements & Tech Stack

• Knowledge of office procedures.
• Proficient in Microsoft office applications.
• Ability to adapt to supporting software applications.

Qualifications

• High School Diploma or GED required.
• 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.

Skills

• 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.