Clinical Services Administrative Assistant

JOB SUMMARY

The Clinical Services Administrative Assistant provides administrative and operational support to clinical leadership. This position assists with clinical scheduling, recruiting coordination, onboarding, reporting, supply and equipment management, timekeeping, and other departmental administrative functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Collect and replace sharps and pharmaceutical waste containers and coordinate scheduled pickups through Stericycle.
• Manage applications and resumes for the Clinical Department and may assist with phone interviews.
• Work closely with clinical leaders to contact applicants and schedule in-person interviews and shadowing opportunities.
• Draft and adjust clinical schedules for multiple providers under the direction of clinical leadership.
• Screen telephone calls for clinical leadership and deliver messages to the appropriate team members.
• Schedule pharmaceutical representative visits for the Hickory Main Office and assist representatives while they are onsite.
• Use EHR reporting tools to measure and monitor clinician efficiencies when requested. Ensure reports are clear, accurate, and submitted to the appropriate clinical leader for team education and follow-up.
• Monitor clinical supply inventory at the Hickory Main Office and ensure supplies are appropriately stocked and organized.
• Create clinical onboarding packets and assist clinical leaders with new-hire orientation, including review of policies, expectations, and tours of clinical areas.
• Immediately communicate with the appropriate team members when clinical equipment requires repair.
• Maintain maintenance agreements and service contracts for clinical equipment and services.
• Educate clinical team members on IJCAHPO certification requirements and assist with certification application processes.
• Coordinate internship and/or apprenticeship correspondence with participating partners.
• Review, approve, and adjust timecards as assigned.
• Submit personnel action form (PAF) changes in Paycom, including preceptor pay and full-time equivalent (FTE) changes.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Excellent written and oral communication skills.
• Ability to manage multiple projects and priorities simultaneously.
• Strong organizational skills and attention to detail.
• Demonstrated computer proficiency and ability to learn departmental systems.
• Ability to accept direction, feedback, and changing priorities.
• Professional interpersonal and telephone communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work independently and collaboratively in a fast-paced clinical environment.

EDUCATION and/or EXPERIENCE

High school diploma or equivalent required.

Experience in a medical administrative role preferred.

MEDICAL/IMMUNIZATION Requirements

Tuberculosis Screening: This position requires direct patient contact. The employee must complete baseline TB screening and testing upon hire, followed by an annual TB symptom evaluation.

Hepatitis B: The duties of this position may involve exposure to blood or other potentially infectious materials. The employee must complete a Hepatitis B status form and provide one of the following:

• Documentation of completed vaccination and immunity;
• Consent to receive the vaccination series and/or titer; or
• A signed vaccination declination form.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to apply fair judgment to resolve problems involving several concrete variables in standardized situations.


OTHER REQUIRED SKILLS

Proficient and accurate typing skills. Excel and Word experience. Telephone etiquette. Attention to details.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to sit and stoop, bend, or kneel. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include ability to adjust focus.


WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.