Administrative Assistant - Employee Health (F/T, Days)

Department/Unit: Health Service Work Shift: Day (United States of America) Salary Range: $46,947.00 - $65,726.00 The EHS Administrative Assistant utilizes customer service and organizational skills to respond to actual or potential health care documentation requirements of the EHS. The primary responsibilities of the EHS Administrative Assistant are receptionist duties, scheduling appointments, coordination and maintenance of documents, patient charts, schedules, phone calls, registration in Agility, scanning into Agility, and records integrity. ESSENTIAL DUTIES AND RESPONSIBILITIES: Include but are not limited to: Greet people at the front desk and ascertain the reason for their visit. Collect identified information for accurate completion of the contact sheet. Provide the necessary paperwork to the HCW, and instruct them on the location of the waiting room, pens, and clipboards. Ask them to return paperwork to the front desk as appropriate. Review the self-assessment for any ‘yes’ answers that lead to additional paperwork, and supply that paperwork to the HCW. Register patient in Agility Pull correct chart and prepare it for delivery to the rack. Review chart for compliance with all EHS requirements. Ensure that all appropriate forms are attached prior to placing it in the rack. Shred all documents removed from the chart with any identifying information. Keep a supply of necessary forms available at the front desk. Answer telephones. Make appointments. Inform managers of any no-show’s on the post-offer schedule. Keep front desk neat and organized. Open and distribute mail Data entry of contact sheet Data entry of computer sheets Scanning of documents into Agility for both real-time data management and dissolution of paper charts in office. Data management in Agility Corrections, manual overrides, and merges in Agility Cover front desk Pull terminations Break down charts for termination, scan to shared file Re-sort files from clinical areas File labs and records into charts Repair charts and labels as needed File charts Make charts for the next day’s schedule. Recover old records for re-hires Copier management Prepare records requests Reminder emails for annual health assessments Copy WC notes and store them for RM pick-up. Check Fax machine and disperse documents QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily as outlined in the attached annual competency assessment. Where feasible, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job’s essential functions. EDUCATION: Must hold HS diploma or equivalent EXPERIENCE: Based on unit-specific criteria. COMMUNICATION SKILLS: Ability to read and interpret documents such as safety rules and procedure manuals. Ability to document patient needs on established forms. Ability to communicate cooperatively and effectively to patients, family members, employees and others. Ability to listen well, to take direction and to engage in interactive dialogues with others. Ability to seek out the input of others to achieve consensus. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. PROFESSIONAL SKILLS: Ability to be honest, to be punctual, and to perform the job in adherence to the highest standards of ethical conduct as defined by AMC and the tenets of the profession. Ability to be accurate in such matters as record-keeping, and to use good judgment when performing the functions of the job or when interacting with others. Ability to accept direction, carry out orders, to work cooperatively with others and to avoid the creation of unnecessary conflict. Ability to adhere to AMC’s policies, procedures and practices, and to utilize AMC’s problem-solving processes for resolving grievances or disagreements. Ability to anticipate and resolve potential problems to ensure the continuity of appropriate patient care. REASONING ABILITY: Ability to identify problems, collect data, establish facts, and draw valid conclusions. Ability to improve job performance through continuing education. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to probe, handle, or feel objects, tools, or controls, reach with hands and arms, and speak and hear. The employee is occasionally required to sit and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 100 pounds and frequently lift and/or move more than 100 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. Specific hearing abilities of this job include being able to accurately hear and interpret conversation at a normal level in a crowded area. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee may be subject to infectious materials and chemicals (see unit specific MSDS information). The noise level in the work environment is usually moderate. This job requires as an essential function that the majority of the time the employee be physically on-site as the work cannot be done from a remote location. OTHER REQUIREMENTS: All job requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees will be required to perform any other job-related instructions given by their supervisor subject to reasonable accommodations Thank you for your interest in Albany Med Health System! Albany Med Health System is an equal opportunity employer. This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that: Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification. Albany Medical Center is the centerpiece of medicine, research, and medical education in New York’s Capital Region and is the area's largest private employer with more than 10,000 employees. Albany Medical Center offers excellent career opportunities in a wide range of roles in both patient care and administration. We value all our staff members and offer outstanding employee benefits including: · Excellent health care coverage with no copay at Albany Medical Center providers · A wide array of services and programs to support emotional, physical, and mental wellbeing Anchored in the state’s historic capital city, Albany Medical Center offers a full range of inpatient and outpatient care and is home to the region’s largest hospital, only Level 1 adult and pediatric trauma centers, and only children’s hospital. The downtown campus also offers opportunities at Albany Medical College. Albany Medical Center, along with Columbia Memorial Health, Glens Falls Hospital, Saratoga Hospital, and the Visiting Nurses, form the Albany Med Health System, serving more than three million people over 25 counties.