Administrative Assistant I - Clinical, Women's Health

Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.

Under regular supervision of the division or department manager, the Administrative Assistant I - Clinical supports the services of the assigned practitioners in a diversified, high quality and confidential manner for the department. Works closely with other department staff to provide a smooth operating and efficient department, to enhance the quality of patient care. This person provides daily support to clinical operations of department.

• Provides high quality and confidential administrative support to assigned providers.

• Based upon observations and feedback from provider, answers, screens and triages telephone

  calls in a positive, professional and helpful manner, always utilizing the Bassett three-part

  greeting.

• Takes detailed and accurate messages consistently in the established format and assures that

  any required follow-through occurs within an acceptable time-frame as observed by manager and

  providers.

• Accurately types all memoranda, reports and correspondence as requested, maintaining

  knowledge in all necessary computer programs to best support clinical operations as observed by

  manager.

• Accurately utilize EPIC and Microsoft Outlook computer programs as trained to manage provider

  schedules and schedule patients as needed as observed by manager.

• Maintains accurate calendars for providers and, in accordance with department policies,

  coordinates all related paperwork for meetings, time off and travel for providers, completeness,

  timeliness and accuracy shall be based upon feedback from providers and observation by

  manager.

• Incoming correspondence is processed in a timely and confidential manner as observed by

  manager and utilizing peer feedback.

• Utilize good time management skills by prioritizing work/projects, communicating status of on-going tasks/projects to providers and manager and by completing work in a timely manner as

  observed by manager and providers.

• Processes all clinical paperwork (dictation, labs, pathologies, prescriptions) accurately with no

  more than 3 exceptions per year, as measured by feedback from providers.

• Provides other administrative support as needed or requested to ensure quality support and

  continuous improvement of clinical operations.

• Schedules outpatient appointments via telephone request directly from patients and referring

  providers, or off of reminder lists and bump lists (including patients with special indicators such as

  resistant organism, and including confirmation of patient’s demographic information) according to

  departmental protocols and in compliance with the quality assurance reviews.

• Cross-trains in all appropriate scheduling functions as determined through departmental training

  schedules and implemented by Supervisor.

• Initiates and coordinates with all appropriate entities (departments, physicians, etc…) the

  scheduling of various procedures along with any required pre-procedure appointments or post-procedure follow-up.

• Communicates with various departments and coordinates appointments for diagnostic testing

  such as (but not limited to) MRI, CT scans, bone scans and laboratory testing.

• Collects and records all pertinent information for obtaining authorization for diagnostic testing and

  medication including ICD-9 codes, progress notes, and historical information as required based

  upon site of service or urgent circumstances.

• Actively promotes the delivery of quality health care through continual learning, proactive

  communications and encouraging teamwork.

• Pro-actively resolves problems and makes decisions within scope of authority as observed by

  manager and providers.

• Provides assistance and cross-coverage for other staff willingly as requested or as needed,

  ensuring adequate coverage during staff vacations and time-off.

• Presents a positive image of Bassett Medical Center through professional appearance and

  behavior as observed by manager and providers.

• Always ensures the confidentiality of protected health information, understanding patient privacy

  rights and Patient Bill of Rights.

• Always discusses patient care issues privately and quietly at work only and reads medical

  documentation on a need-to-know only basis in order to accomplish a specific task.

• Receives requests from various internal and external sources and schedules appointments in

  accordance with departmental guidelines.

• Serves as a liaison between the Department and the health insurance plans during the review

  process, facilitating communication and adhering to Department policy and procedure for

  timeliness of review, decision and determinations as observed by a supervisor.

• Acts as a receiving point for patient concerns and complaints, accurately identifies unresolved

  issues that have the potential to adversely affect patient care, and refers issues and conflicts on to

  a supervisor/manager or provider as measured by direct supervisory observation and co-worker

  feedback. Responds to the patient/families or refers to a supervisor/manager or provider as

  appropriate depending upon circumstances.

• Communicates care plans and scheduled appointments to patients/families. Responds to

  patients/families within 24-72 hours or as appropriate based upon the circumstances

• Assumes responsibility for continuing education by maintaining competency in programs required

  for daily responsibilities, including clinical information systems, office automation systems and

  insurance issues.

• Attends required in-services as requested by supervisor.

• Identifies need for computer training or refresher courses and attends as necessary

• Attends 85-90% of all staff meetings, reviewing minutes of any meetings missed with no more

  than 1 exception per year as measured by supervisory audit.

• Maintains job specific knowledge and proficiency (may include FSC, scheduling, charge coding

  information and creation of open referrals) by attending meetings, training and reading all

  pertinent training documentation and memos as documented on annual in-service record.

• Maintains a thorough knowledge and understanding of Bassett FSC’s and local carrier’s medical

  coverage policies as they relate to the Department.

• Performs department specific tasks as assigned by the manager or director.

• Performs similar or related duties as requested or directed

Education:

• High School Diploma or GED, preferred
• Administrative Assistant training or AAS degree, preferred

Experience:

• Minimum 2 years Administrative Assistant experience, required
• Bachelor's degree may be substituted for one year of work experience

Licensure/Certifications:

• Administrative Assistant training

Skills:

• Computer Skills
• Time Management
• Customer Service
• Maintain Confidentiality
• Attention to Detail

Physical Requirements:

• Light Work - Exerting up to 20 lbs of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work
• Occasional balancing, climbing, crouching, kneeling, lifting, pulling, pushing, reaching, repetitive motion, stooping, visual acuity, walking
• Frequent grasping, hearing, standing
• Constant typing/clerical/dexterity, seeing/monitor/computer use, fit testing

Hazards:

• Occasional bodily fluid/bloodborne exposure

Working Conditions:

• Occasional noise

Travel:

• No Travel