Job Description

Location: St. Elizabeth's Medical Center
Posted Date: 10/28/2020

At Steward Health Care System, we are committed to improving the health of our communities by delivering exceptional, personalized behavioral health care with dignity, compassion and respect. Our continued focus on the patient experience informs our caregivers in how to provide care that is respectful of and responsive to individual patient and family preferences, needs and values.

We dedicate ourselves in the communities we serve to delivering affordable health care to all and being responsible partners. No matter what your role, as a member of the Steward family, you are a specialist in the making every patient and family feel right at home, every co-worker a key to our success, and every referring practice, a team of prized colleagues.

In support of this, we commit ourselves to the following values:






If you are seeking a fast-paced, challenging position in an organization committed to achieving and maintaining a standard of excellence in all we do, our organization may be a good fit for you.

I. Position Function:

Under the supervision of the Practice Manager or Director of Operations for Surgery, the administrative assistant will primarily perform a variety of front desk duties and clerical duties to which he/she is assigned. Will also provide administrative support to orthopedic surgeon(s) when needed.

II. Job Relationships:

Supervised and/or reportable to the following:

Practice Manager,

Director of Operations for Surgery

III. Authority:

Carry out duties as needed

IV. A. Responsibilities/Essential Functions:

1.) "Provides superior customer service to internal and external clients, customers,

and patients as referenced in the Service Excellence Standards."

Primary essential functions:

Checking in patients at the front desk, ensuring all demographic and insurance information is updated

Answering main phones as well as for surgeon(s) when needed

It is expected that phones will be answered in a cheerful and welcoming manner per the policy of St. Elizabeth's Medical Center.

Obtaining completed referral information on new and follow-up patients.

Efficient triage of in-coming calls to pain staff and recording completed messages.

Scheduling clinic and treatment/surgeryappointments.

Making appointments, ensuring proper referrals are obtained

Booking various surgeries and imaging studies, ensuring all necessary authorizations are in place

Verifies and coordinates insurance coverage for all patients being seen by members of the

orthopedic team prior to scheduling them in the Department of Orthopedics. This would be

directed towards both professional and facility reimbursement. It may become desirable

for this position to obtain and record actual insurance authorization.

Records management including:

Creating and maintaining the patient's pain chart, defined as an activity record of all pain

center interventions, dictations, and information from outside sources (i.e., attorneys, case


Coordinating with medical records the proper storage of original documentation in the

patient's medical record. Obtain original medical record as requested prior to pain center

patient visits and return of the medical record in a timely manner.

Filing appropriate patient information in a timely manner in the patient's chart.

Assisting patients, case managers, attorneys, etc. in obtaining needed records.


Maintains accurate and complete billing information and forwards charges to appropriate

destinations (dept billing and hospital billing) within 24-48 hours (except weekends).

Checking charges as necessary to verify accuracy.

Provide copies of dictations to anesthesia billing service.

Collect, store, and direct co-pays or funds due at the time of service (providing receipts and

accurate documentation of funds received) to appropriate account.

Scheduling including:

Coordinating scheduling of patients, orthopedic team and needed equipment.

Coordinating with admitting and medical records for necessary records/forms etc.

Keeping schedule and preference cards current on the Athena system.

Booking of related diagnostic studies, and obtaining follow-up of results. Coordinate

with primary care physicians for other tests, outside referrals, etc. as needed.

Coordinating consultant activity within the pain center, as well as in external locations.

Arrange authorizations with primary care physicians for other tests, outside referrals, etc. as


Perform all other related or similar duties as required or as requested by the physician-in-charge or the Manager.

B. Responsibilities/Non-Essential Functions:

Notary services for the Department and throughout the hospital.

V. Reporting Requirements:

Reports to Director of Operations for Surgery and Practice Manager

VI. Accountability:

Shall be accountable to the Director of Operations for Surgery

Shall be accountable to the Department Manager.

VII. Qualifications:

Minimum Education:

High School Diploma.

Minimum Experience:

Five years in a hospital setting.

Medical Terminology

Minimum skills/abilities:

Excellent communications ability.


Use of facsimile and Xerox machines.

The ability to complete multiple tasks at one time.





Special Qualifications:

Excellent organizational and communication skills.

Additional Information

Important COVID message

Please note, St. Elizabeth’s Medical Center is taking additional, necessary preparations to ensure patients can receive compassionate care in a safe, carefully managed environment - with confidence and without fear. Our Safe and Ready program consists of a rigorous [five-point] standard ensuring patient safety, confidence and convenience: Expanded hours will allow previously cancelled procedures to be scheduled as quickly as possible. Any COVID-19 related care takes place in designated areas away from other patients and their families. Emergency Departments are reorganized to be a safe place to treat all emergency patients. A stringent cleaning policy has been implemented throughout the hospital. A strictly controlled visitor and masking policy is required for patient safety. You can rest assured that we have made the necessary preparations to provide care in a safe, controlled and professional way.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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