Administrative Assistant II

Administrative Assistant II

Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.

The Administrative Assistant II performs a variety of confidential functions to support the Department Manager and Administration Staff. The Administrative Assistant is responsible for performing various administrative, secretarial and clerical duties. The Administrative Assistant understands and follows the organization's policies, procedures and standards. The Administrative Assistant participates in the department's performance improvement plan and attends select committee meetings for proper recording/follow up of activities.

• Provides high quality and confidential administrative support to assigned providers.
• Based upon observations and feedback from provider, answers, screens and triages telephone calls in a positive, professional and helpful manner, always utilizing the Bassett three-part greeting.
• Takes detailed and accurate messages consistently in the established format and assures that any required follow-through occurs within an acceptable timeframe as observed by manager and providers.
• Accurately types all memoranda, reports and correspondence as requested, maintaining knowledge in all necessary computer programs to best support clinical operations as observed by manager.
• Accurately utilize IDX and Microsoft Outlook computer programs as trained to manage provider schedules and schedule patients as needed as observed by manager.
• Maintains accurate calendars for providers and, in accordance with department policies, coordinates all related paperwork for meetings, time off and travel for providers; completeness, timeliness and accuracy shall be based upon feedback from providers and observation by manager.
• Incoming correspondence is processed in a timely and confidential manner as observed by manager and utilizing peer feedback.
• Utilize good time management skills by prioritizing work/projects, communicating status of on-going tasks/projects to providers and manager and by completing work in a timely manner as observed by manager and providers.
• Processes all clinical paperwork (dictation, labs, pathologies, prescriptions) accurately with no more than 3 exceptions per year, as measured by feedback from providers.
• Provides other administrative support as needed or requested to ensure quality support and continuous improvement of clinical operations.
• Schedules outpatient appointments via telephone request directly from patients and referring providers, or off of reminder lists and bump lists (including patients with special indicators such as resistant organism and including confirmation of patient's demographic information) according to departmental protocols and in compliance with the quality assurance reviews.
• Advanced scheduling function: has master scheduling edit capabilities, edits bumped and rescheduled appointments on the Daily Schedules according to the Bassett Physician Group policies and procedures as determined through the implementation of the quality assurance program.
• Cross-trains in all appropriate scheduling and reception functions and locations as determined through departmental training schedules and implemented by Supervisor.
• Initiates and coordinates with all appropriate entities (departments, physicians, etc…) the scheduling of various procedures along with any required pre-procedure appointments or post-procedure follow-up.
• Communicates with various departments and coordinates appointments for diagnostic testing such as (but not limited to) MRI, CT scans, bone scans and laboratory testing.
• Collects and records all pertinent information for obtaining authorization for diagnostic testing, including ICD-9 codes, progress notes, and historical information as required based upon site of service or urgent circumstances.
• Actively promotes the delivery of quality health care through continual learning, proactive communications and encouraging teamwork.
• Proactively resolves problems and makes decisions within scope of authority as observed by manager and providers.
• Supports and cross-coverage for other staff willingly as requested or as needed, ensuring adequate coverage during staff vacations and time-off.
• Presents a positive image of Bassett Medical Center through professional appearance and behavior as observed by manager and providers.
• Always ensures the confidentiality of protected health information, understanding patient privacy rights and Patient Bill of Rights.
• Always discusses patient care issues privately and quietly at work only and reads medical documentation on a need-to-know only basis in order to accomplish a specific task.
• Receives requests from various internal and external sources and schedules appointments in accordance with departmental guidelines.
• Serves as a liaison between the Department and the health insurance plans during the review process, facilitating communication and adhering to Department policy and procedure for timeliness of review, decision and determinations as observed by a supervisor.
• Acts as a receiving point for patient concerns and complaints, accurately identifies unresolved issues that have the potential to adversely affect patient care and refers issues and conflicts on to a supervisor/manager or provider as measured by direct supervisory observation and co-worker feedback. Responds to the patient/families or refers to a supervisor/manager or provider as appropriate depending upon circumstances.
• Communicates care plans and scheduled appointments to patients/families. Responds to patients/families within 24-72 hours or as appropriate based upon the circumstances
• Trains and serves as a preceptor for new staff as measured by direct supervisory observation and co-worker feedback.
• Assumes responsibility for continuing education by maintaining competency in programs required for daily responsibilities, including clinical information systems, office automation systems and insurance issues.
• Attends required in-services as requested by supervisor.
• Identifies need for computer training or refresher courses and attends as necessary
• Attends 85-90% of all staff meetings, reviewing minutes of any meetings missed with no more than 1 exception per year as measured by supervisory audit.
• Maintains job specific knowledge and proficiency (may include FSC, scheduling, charge coding information and creation of open referrals) by attending meetings, training and reading all pertinent training documentation and memos as documented on annual in-service record.
• Maintains a thorough knowledge and understanding of Bassett FSC's and local carrier's medical coverage policies as they relate to the Department.

Education:

• High School or GED, preferred
• Administrative Assistant Training or AAS degree, preferred

Experience:

• At least 3 years of departmental administrative assistant experience, required
• Bachelor's degree may be substituted for one year of work experience.

Skills:

• Accuracy
• Attention to Detail
• Communication
• Conflict Resolution
• Creative Thinking
• Critical Thinking
• Interacting with People
• Maintain Confidentiality
• Maintain Files
• Office Administration
• Reliability
• Time Management

Physical Requirements:

• Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met.
• Occasional kneeling, lifting, pulling, pushing, reaching, standing, stooping, walking, visual acuity (color, depth, perception)
• Frequent talking
• Constant typing/ clerical/ dexterity, hearing, repetitive motion, seeing/monitor/computer use
• Constant fit testing

Hazards:

• Occasional: bodily fluids/bloodborne exposure

Travel:

• No travel required

Bassett Healthcare Network's commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match
• And more!

Specific benefit offerings may vary by location and/or position.

Salary is based on a variety of factors, including, but not limited to, qualifications, experience, education, licenses, specialty, training, and fair market evaluation based