Administrative Assistant

Administrative Coordinator

Responsible for organization and support of day to day operations of assigned specialty clinic(s); provides secretarial and administrative support services for Directors and Associate Directors of assigned specialty clinics as well as assigned clinicians; manages all support functions including liaison with other hospital departments in order to ensure smooth patient billing from intake to bill production.

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate.

Principal Duties and Responsibilities:

• Consistently applies the corporate values of respect, honesty and fairness and the constant pursuit of excellence in improving the health status of the people of the region through the provision of customer-friendly, geographically accessible and high-value services within the environment of a comprehensive integrated academic health system.
• Is responsible for knowing and acting in accordance with the principles of the Brown University Health Corporate Compliance Program and Code of Conduct.
• Manages operations of specialty clinics to ensure smooth daily functioning and accurate billing and data collection under the direction of the ECCRC associate director.
• Coordinates outpatient specialty clinic CMHC activity, including data entry, verification of data, liaison with Information Systems CMHC manager, production of statistical reports, and error analysis.
• Liaison with other hospital departments(e.g.UM, patient accounts, patient access, and medical records) in order to ensure smooth functioning of clinics.
• Make arrangements for rooms, supplies and equipment when needed.
• Completes paperwork for reimbursement of travel and education expenses, payment of bills, etc.
• Responsible for receiving and processing all referrals to assigned specialty clinics.
• Drafts routine correspondence and memoranda regarding interviews and intake appointments, failed appointments, and patient satisfaction surveys.
• Administers intake packets for the families of new patients in conduction with clinicians.
• Responsible for Payroll for assigned specialty clinics.
• Represents assigned specialty clinics and Bradley Hospital to individuals and agencies outside of the Bradley network with a professional demeanor and a welcoming attitude.
• Provides administrative support services to the Director and Associate Directors of assigned clinics in addition to other assigned clinical staff.
• Answers phone and screen calls for designated clinical staff. Provides information when within scope of responsibility and authority.
• Answers correspondence and maintains calendars for Director and Associate Director as requested, scheduling appointments, meetings, etc. Makes travel arrangements as necessary.
• Picks up, sorts, and distributes mail for assigned specialty clinic staff.
• Arranges for photocopying to be done by Central Services.
• Maintains appropriate files.
• Completes other projects as assigned, including typing photocopying, and faxing.
• Attends meetings as required, taking notes, preparing and distributing minutes.
• Observes the highest level of confidentiality regarding patients, families, records and other pertinent departmental or hospital information.
• Observes all hospital guiding principles and all hospital policies, rules and regulations, including those pertaining to quality improvement, infection control, risk management, and safety.

Minimum Qualifications:

• Degree/Diploma from an accredited secretarial school or the equivalent.
• Three or more year's secretarial/office experience.
• Knowledge of medical/psychiatric terminology helpful.

Work performed in typical office environment.

Supervisory Responsibility: None