Administrative Assistant - Clinical

Job Summary:

The individual in this role will work under the direct supervision of the Clinical Coordinator / Facility Administrator. The Administrative Assistant directly supports the Practice (Administrator and other practice/clinic staff members such as Social Workers, Dietitians, Nephrologists, and Clinic Coordinators) to ensure operations are running smoothly. This includes administrative work coordination for the practice, preparation of lab reports, navigating EMR, etc. This individual acts as an administrative resource for clinical day-to-day needs. The Clinical Administrative Assistant will work closely with the Facility Administrator to respond to information requests and the compilation of data. This individual provides safe, effective, and efficient administrative support consistent with the State and Federal Regulations and Company policies, procedures, and guidelines—this individual practices care within his/her scope of practice.

Duties and Responsibilities:

Administrative Support:

• Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.
• Operates computer to access e-mail, electronic calendars, and other basic office support software.
• Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
• Is knowledgeable on and updates information in Electronic Medical Record software and can complete all necessary tasks as required by State/Federal Regulations
• Prepares clinical requests and lab reports and supports management with assigned tasks.
• Attends necessary meetings related to practice activities.
• Keeps Practice front office organized.
• Participates/coordinates in the patient scheduling process (New/follow-ups for practice).
• Creates and provides new patient registration packets/ intake forms.
• Obtains and records all pertinent information needed for patient admission and billing.
• Ensures chart documents are scanned/uploaded to the patient chart.
• Provides Operations support including:
  1. Periodic review of clinical records
  2. Periodic review of personnel records, as directed.
• Reviews Quality Data daily.
• Review postings (communication) throughout the practice and updates as necessary
• Tours practice to identify any physical issues
• Reviews Medical Staff records, as needed.
• Meets with patients and families, as needed.
• Bridge training coordinator
• Gathers data to provide to Facility Administrator

Communication:

• Develop and maintain effective communication, coordinating practice administrative needs to promote cohesive achievement of common goals and objectives.
• Greets and welcomes patients, physicians, and guests to practice. Answers phone and directs calls to appropriate parties.
• Establishes and maintains effective working relationships with professional staff, co-workers, physicians, their office staff, ancillary department personnel, and external agencies.
• Maintains patients' medical records, both paper and electronic, including scanning, per policy and in compliance with regulatory agencies.
• Obtains test results, reports, and information as requested from other medical providers as needed.

Labs:

• Enter lab orders, print lab for MD signature, and print lab requisitions.
• Review the Laboratory website for alerts and reconciliation of ICD codes. Ensures patient data entry and insurance information is per policy and current.
• Maintains supplies for laboratory testing and mailing.

Information:

• Hands out and collects admission paperwork for first treatment. Sends appropriate information to the Corporate Office. Records all pertinent information needed for patient admission and billing.
• Checks and manages treatment and hospital logs and patient schedules.
• Organizes accurate electronic and paper documentation for reporting.
• Data entry of information into, maintains, and monitors the Company’s systems, and databases’ (Core Systems) to ensure timely and accurate reporting of information for both clinical and billing activities.
• Scans files into appropriate electronic information systems
• Manages patient file information as directed by Facility Administrator
• Maintains patient medical records, both paper and electronic, per center guidelines and in compliance with regulatory agencies by filing, scanning, archiving, boxing, and shipping filing as needed.
• Audit reports (medication discrepancy, treatments, etc.)

Secondary Responsibilities:

• Composes memos, transcribes notes, and researches and creates presentations.
• Gathers and submits information to the Corporate Office as requested.
• Provides customer service throughout the company and in line with corporate culture.
• Monitors office supplies and helps to prepare office supply orders Spreadsheets, Graphics, and Clinical Database.
• Reports and problems/issues to management
• Cover the other center disciplines and duties as assigned and within the scope of practice.
• Act as Liaison to the ESRD network
• Forward all invoice copies to the corporate office in the weekly envelope.
• Assist with ADP (as directed)
• Perform other duties as requested.

Education/Experience/Qualification:

• High school graduate or equivalent education. BA in Business or a related field is preferred.
• Minimum two years of administrative support experience preferred. Experience supporting multiple managers/supervisors preferred.
• Ability to travel and float/cover other roles within the clinic based on need and maintained credentials.
• Intermediate to advanced Outlook, MS Excel, Word, and PowerPoint knowledge.
• Familiarity with medical terminology for billing/coding is helpful but not required.
• Must have demonstrated record of and commitment to safety, and dedication to excellence.
• Must possess outstanding communication and interpersonal skills. Must be able to communicate professionally and effectively with other staff members, patients, and physicians.
• Able to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Prior experience working with sensitive information and maintaining confidentiality.
• Demonstrates performance skill with information systems: i.e., printer, fax machine, computer, and other office equipment.