Administrative Assistant FHPG

Receptionist for FirstHealth Physician Group

Acts as receptionist for FirstHealth Physician Group. Coordinates and prepares materials for multiple meetings. Schedules rooms and support accessories. Maintains and records minutes as required. Types and maintains records of correspondence to facilitate communication. Organizes and maintains policy and procedure manuals. Works closely with administration to present procedural policies for FHPG, LLC. Maintains an accurate, user friendly and easily accessible filing system. Codes invoices for payment; researches invoices for discrepancies and provide feedback to clinic managers, directors, and administration. Orders office supplies and enters capital requests. Monitors payroll records and performs entries/edits as necessary prior to Regional Directors evaluating and signing off. Maintains employee database for those that directly report to Regional Directors. Maintains records or employee documents. Creates and updates FHPG organization charts. Prints and collates reports to maintain provider compliance. Assists Regional Directors in organizing special projects.

Responsibilities

• Supports FHPG
• Coordinates and prepares materials for multiple meetings including, but not limited to, service line meetings, Town Hall Meetings, and FHPG Leadership meetings. Schedules rooms and support accessories. Maintains and records minutes as required in a timely and effective manner. Types and maintains records of correspondence to facilitate communication.
• Organizes and maintains all policy and procedure manuals both paper and, if warranted, online; works closely with administration to present procedural polices for FHPG in a professional format; timely updates and effective coordination of placement and access.
• Maintains an accurate, user-friendly, and easily accessible filing system encompassing multiple items, projects, invoices, contracts, and billing compliance audits and reviews in addition to items such as PTO, Provider Timeout of Office, and payroll work sheets.
• Codes invoices for payment; research invoices for discrepancies and provides feedback to clinic managers, directors, and administration as applicable. Processes mileage and cell phone reimbursements.
• Orders office supplies and enters capital requests.
• Monitors payroll records in ADP and performs entries/edits as necessary for accuracy in payroll reporting prior to the Executive Director of Ambulatory and Regional Directors evaluating and signing off.
• Maintains employee database for those that directly report to the Executive Director of Ambulatory Operations and Regional Directors, to include annual evaluation date. Maintains records of employee documents, ensuring evaluations, status changes, etc., once reviewed by FHPG President, are sent to Human Resources with appropriate supporting documents and within period prescribed by HR.
• Tracks, compiles, and manages all HR related issues revolving around status changes, resignations, current employee rosters and other documents germane to employees linked with FHPG clinics listed above with the direction of the Executive Director of Ambulatory Operations and Regional Directors, while maintaining all confidentiality associated with personnel record keeping.
• Creates and updates FHPG organizational charts, clinic, and providers lists.
• Tracks and maintains log of provider contracts, documenting changes to production and/or quality baselines.
• Updates clinic manager and new provider orientation material. Creates orientation binders as needed.
• Prints and collates reports to maintain provider compliance; works with the Executive Director of Ambulatory Operations and Regional Directors, to organize and maintain Compliance records for all FHPG provider groups.
• Provides information needed to ensure information from FH is transmitted to NRC Health, coordinating with Epic team to ensure new clinics and provider's information sends to the NRC client portal. Runs Patient Satisfaction Reports from NRC Health to update spreadsheets/reports accordingly for reporting departments and provides to the FHPG Executive Director of Ambulatory and Regional Directors. Research negative patient responses in NRC feedback management, assigning patient alerts to appropriate FHPG Directors.
• Maintains electronic files for School Based Health Centers/Kids in Crisis; submits check requisitions as needed, logs invoices, and updates the Executive Director of Ambulatory Operations and Regional Directors and SBHC Manager as more funding needs to be allocated. Prepares and submits monthly invoices to DHHS for SBHC activity.
• Maintains provider notebook for float providers.
• Pulls reports as needed from Retina Vue Network to provide the Executive Director of Ambulatory Operations and Regional Directors with clinic Retina Vue utilization.
• Assists the Executive Director of Ambulatory and Regional Directors in organizing special projects that support such entities as joint venture billing, secondary practice involvement, or acquisition such as private practice physician contracts, equipment sell outs, or similar random events.
• Other projects as indicated below
• Update TCM Logs
• Update the KPI spreadsheets - TCM, Copay %, No Shows, etc.
• Creates, obtains approval, and submits staff bonus spreadsheet worksheet
• Record and submit Epic/other providers to finance for monthly reconciliation
• Maintain the attribution lists for all providers patient list and letters
• Update the patient panel size spreadsheet
• Assists and coordinates Medical Assistance Academy Graduations
• Coordinate onboarding of new providers
• Coordinates engagement surveys and staff evaluation of provider surveys
• Other duties as assigned
• Provides services with consideration of the recipient's needs.
• Acts as receptionist by greeting in person or on telephone physicians, employees, patients, and visitors in a pleasant and professional manner.
• Follows up on all interactions, memos, correspondence, etc. and advises the Executive Director of Ambulatory Operations Regional Directors and others as appropriate.
• Maintains communication as needed whenever the Executive Director of Ambulatory Operations and Regional Directors is out of vicinity.
• Serves as an accurate communication link between the various entities that report to the Executive Director of Ambulatory Operations and Regional Directors.
• Supports all aspect of the department by coordinating special events, scheduling transportation to offsite meetings, reserving conference space, and soliciting housekeeper services and/or facilities as needed and warranted to keep professional appearances intact for the department.
• Uses equipment/supplies correctly.
• Assures that equipment is maintained in good condition.
• Maintains adequate inventory of supplies and forms. Coordinates all ordering of office and clinical supplies as necessary to keep minimum stock level.
• Coordinates conference calls/Teams meetings as requested by the Executive Director of Ambulatory Operations and Regional Directors.
• Send queries to clinic managers as directed by the Executive Director of Ambulatory Operations and Regional Directors.
• Maintains log of provider CME expenses and CME days (if applicable)
• Uses appropriate safety and infection control measures.
• Adheres to safety and infection control standards.
• Adheres to all hospital or clinic safety standards when on site.
• Teaches/directs/advises/informs others in an appropriate manner.
• Provides follow-up when resolving, upon request, issues that impact on the many areas being developed.
• Teaches others in the usage of ordering supplies, coding invoices, creating electronic or paper check requests, and other usage of FH systems as the need arises.
• Ensures accuracy of ADP before submitted to the Executive Director of Ambulatory Operations and Regional Directors for approval; edits/prepares payroll special pay requests for the Executive Director of Ambulatory Operations and Regional Directors approval.
• Reports/Records information appropriately.
• Provides special project monitoring and reports as requested.
• Runs financial reports needed to compile accurate data to support evaluation of production and payments. Attention needed to accuracy, promptness, and clarity of interpretation. Reports red flag areas as needed.
• Develops reports monthly that contribute to well run and managed clinic settings.

Qualifications

Associate degree in Secretarial or Business Science preferred and/or equivalent experience and training; minimum of five years full time secretarial or business experience. Knowledgeable regarding basic finance, budget planning, and accounting. Must have basic knowledge and understanding of healthcare practice management operations and billing.