Administrative Assistant - Department of Quality Services

Administrative Assistant

Bowhead is seeking Administrative Assistants to support the Department of Rehabilitation Medicine at the Brooke Army Medical Center in San Antonio, TX. The Administrative Assistants will be tasked with administrative functions within the medical center at Fort Sam Houston, TX.

Responsibilities

Essential functions will include:

• General administrative duties including, but not limited to, answering and preparing correspondence, scheduling appointments, answering phones and questions from staff and patients.
• Coordinate and support weekly/monthly multidisciplinary meetings. Attend daily team meetings to ensure upcoming surgeries/appointments are confirmed. Prepare agendas and record minutes for various meetings within the designated services.
• Coordinate and prepare travel orders for Monthly Grand Round speakers and other travelers for conferences in designated service. Compile video teleconference lists of site identification codes for IT services. Maintain contact with travelers to ensure travel documents are completed.
• Coordinate with providers, soldiers, case managers, and units to facilitate transportation and lodging needs as required. Prepare documentation required for Non-Medical Attendees.
• Coordinate documentation required to process the Traumatic Service Members' Group Life Insurance for soldiers.
• Perform monthly performance improvement audits and time analysis. Pull patient notes from medical records and/or medical records for physicians to conduct peer review audits of medical record documentation based on specified criteria. Conduct clerical screening for verification of required administrative documentation. Prepare and use spreadsheets for audit tracking and generation of various outcome reports.
• Provide data entry. Update and input patient information in the Armed Forces Amputee Care databases using Access, Excel, CHCS, JPTR, AHLTA, and MHS Genesis.
• Coordinate and prepare required documentation to schedule patients for surgeries. Manage and input patient information and special requirements into the Military Treatment Facility (MTF) Surgery Scheduling System (S3). Manage providers' wait list and provide clinical rosters to providers.
• Perform office automation functions. Operate a personal computer utilizing numerous software programs to prepare a variety of narrative and tabular materials and to compile patient data for workload recording and reconciliation.
• Assist patients requesting unscheduled examinations and obtain information regarding the nature of the medical problem, making appropriate disposition in accordance with clinic policy guidelines.
• Instruct all new patients on completion of data intake forms and assist them as necessary.
• Request medical records for scheduled patient appointments. Prepare temporary records if the original record is not available. Retrieve inpatient medical records occasionally for select patient appointments.
• File examination and test results in patient medical records. Maintain patient charts as required in accordance with clinic policies.
• Assemble, prepare, address, and mail outpatient notifications regarding laboratory and/or radiology test results.
• Develop, coordinate, and provide training for organization personnel in areas such as basic practitioner credentials files, collection of data, prime source verification and periodic maintenance of files, administrative tasks, and competency assessment folders.
• Ensure needed supplies and equipment are available, including completing necessary forms and coordinating automated system requirements.
• Perform other duties as assigned dependent upon the department assigned.

Qualifications

• A high school diploma or equivalent is required at a minimum in addition to at least two (2+) years' experience in a hospital administrative environment.
• Administrative experience in a government and/or hospital setting highly desired.
• Intermediate level computer/PC knowledge required including Microsoft Excel, Outlook, Word and PowerPoint.
• Must be able to work in a fast-paced, deadline driven office environment where privacy and confidentiality is critical while working alone and in teams to ensure mission success.
• Must be able to pass a pre-employment physical and provide proof of TDAP and Influenza vaccinations prior to employment and update as required.

This is a SCA position and the targeted hourly rate is $37.99 hourly.

Physical Demands:

• Must be able to lift up to 25 pounds
• Must be able to stand and walk for prolonged amounts of time
• Must be able to twist, bend and squat periodically

SECURITY CLEARANCE REQUIREMENTS: There are currently no Security clearance requirements however qualified candidates must be able to successfully obtain a NACI check to gain access to the facility. Bowhead retains the right to change these requirements due to contractual requirements. Due to the location of this work, US Citizenship is a requirement for this location.