Administrative Assistant

Job Description

Job Description

Job Description:  Administrative Assistant 

Location:    Kettle Point

GENERAL SUMMARY OF DUTIES: 

Responsible for performing a variety of duties specific to the appropriate scheduling of patient office visits for the Physician. Exceptional organizational skills and people skills are needed.

Principle duties and responsibilities: 

• Ensure that all appropriate paperwork is completed prior to scheduling appointments.
• Communicate all necessary information to patients regarding office appointments.
• Answer and triage patient phone calls.
• Process and complete Workers' Compensation medical affidavits.
• Manage patient complaints and works to resolve issues to ensure patient satisfaction.
• Ensure accuracy of patient registration and scheduling.
• Responsible to obtain appropriate authorizations for procedures on the physician’s schedule.
• Responsible for scrubbing the physician schedule 3 days in advance to confirm PCP referrals are in place. Additionally, responsible for obtaining referrals for existing patients.
• Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
• Review electronic faxes and incoming orders for the office and process requests as needed.
• Responsible for office medical records management.
• Update historical medical records to EMR system.
• Assist with surgical scheduling, including but not limited to, answering patients’ preoperative and postoperative questions and help facilitate getting appropriate paperwork to surgical facilities.
• Provides administrative coverage within the division when necessary.
• Additional duties as assigned by the Manager to meet department needs. 

Requirements: 

• High school diploma or equivalent. 
• Administrative experience in a medical office preferred. 
• Administrative and organizational skills to coordinate patient-care activities. 
• Excellent telephone manner and the ability to communicate effectively with patients, co-workers, and other physician offices. 
• Excellent computer skills to accurately and efficiently assist in the running of a busy office, including email, scanning and word processing. 
• Organizational skills to triage patients appropriately for required testing, visits, surgeries and other encounters. 
• Knowledge of MS Office and EMR systems/Practice Management Systems. 
• Ability to maintain confidentiality. 
• Attention to detail.
• Must be able to travel to all sites if/when necessary.