Senior Administrative Assistant

Administrative Support

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Salary: $31.83

Overview

Reporting to the Clinical Department Liaison, under limited supervision and exercising independent judgment and initiative, provide a high level of administrative support for both academic and clinical affairs for faculty and other practitioners who primarily comprise the clinical Interventional and other clinical areas within the Department of Radiology and Biomedical Imaging.

Essential Duties

Provide high-level administrative assistance for all administrative procedures, tasks and activities for the faculty and other practitioners within the IR Section as well as support to other faculty members as needed including other clinical areas when indicated. Work closely with faculty and other practitioners to ensure both clinical and administrative functions of the Section are fulfilled. Assist and work with other partners in conjunction with YNHHS Scheduling, YM Partners and other YNHHS collaborators to resolve complex scheduling issues to accommodate multiple priorities across the spectrum of clinical, academic, and administrative activities. Serve as a source of support and information for the physicians, faculty, and other practitioners to ensure consistent and compliant support for all section activities and services and to ensure their work priorities are met. Tasks include but are not limited to pre-visit confirmation of labs and documentation from outside referring providers prior to clinic or procedural visits. This includes downloading studies into the Yale PACS or other systems and collecting necessary documentation as required to assist with patient care. In collaboration with Yale Medicine centralized services and YNHHS partners, provide oversight of the scheduling workflows and coordination of IR and other clinical section clinics and IR suites. Collect information from patients and referring physicians, including patient history, demographics, and insurance information. Coordinate patient appointments with the various clinics included in this multidisciplinary group. Schedule patients for diagnostic studies, procedures, surgeries, and physician appointments and resolve complex scheduling issues. Responsible for reviewing and maintaining Epic related workflows including but not limited to scheduling, referral processing, Inbox messaging and communications, entering orders on behalf of faculty for imaging, labs, and other as requested by providers who will provide final review and sign off and other data entry and processing required to facilitate new, follow up patient care and coordination of clinical care and administrative functions Review day-to-day priorities and assignments and ensure consistent and compliant support for IR section activities, including coordinating the patient hospital admission process and working with account representatives in the admitting office. Coordinate with YM partners to secure insurance precertification for patient diagnostic studies, procedures, and admissions for the Interventional Radiology Section. In Coordination with YM partners, respond to inquiries and assist when needed to confirm insurance coverage, eligibility, co-pay, deductible and coinsurance by contacting insurance carriers as needed for coverage and payment verification. In Coordination with YM partners, respond to inquiries and assist when needed to process clinic referrals and procedures in a timely fashion. Screen and greet callers and visitors, including confidential and sensitive calls from patients, prospective patients, their family members, and referring physicians. Exercise independent judgment to determine the nature of the inquiries and assist or refer callers and visitors appropriately. Transcribe, format and edit substantive and often confidential written material to include correspondence, patient notes, papers, reports, manuscripts, journal article reviews, and recommendation letters. Assist with the completion of patient forms including but not limited to FMLA, absences, work, insurance, pre-authorization when requested, in conjunction with other parties as indicated. Assist with the planning of meetings and serve as primary contact for attendees. Coordinate the preparation and distribution of written materials, agendas, and presentation schedules for these meetings. Schedule faculty meetings and appointments upon request. Maintain the calendars, curriculum vitae, licenses, affiliations, and society memberships for faculty. Develop, organize, and maintain accurate office filing systems and various electronic databases. Perform computer literature searches using the Medline database and retrieve selected publications.

Required Skills and Abilities

1. Demonstrated ability to independently plan, schedule, and prioritize work based on knowledge of defined departmental and section objectives. Ability to manage conflicting demands and deadlines.

2. Demonstrated experience with ICD10 codes and CPT codes. Demonstrated knowledge of medical terminology.

3. Demonstrated experience working with EMR (electronic medical records) such as EPIC.

4. Proven experience and management of clinical scheduling including outpatient visits and appointments. Arranges for and coordinates schedules, appointments, projects, conferences, and major events.

5. Excellent oral and written communication skills. Ability to interact with patients, their families, and their physicians effectively and with a high level of sensitivity for patient needs.

6. Ability to work as a team utilizing group email functionalities, including Epic In-box communications.

7. Excellent attendance.

8. Advanced Proficiency with Microsoft Office applications, internet searches, and electronic mail functions.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.

3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.

4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.

5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.

7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.