Job Description

Location: St. Elizabeth's Medical Center
Posted Date: 1/24/2023

I. Position Function:
This position functions as a member of the administrative team by performing a variety of duties to ensure the smooth day-to-day operations of the division. Duties include, but are not limited to, answering telephones, making appointments, scheduling procedures and testing, typing, transcription, data and charge entry, verifying and obtaining authorizations and referrals, management of clinical and claims “buckets” in electronic system.
II. Job Relationships:
The Administrative Assistant reports directly to the Office Manager but interacts administratively with the physicians as assigned.
III. Authority:
Has the authority to carry out the directives of the Office Manager.
Has the authority to carry out the day-to-day activities involved in the operation of the division, within the overall boundaries of policies, procedures, and departmental protocols.
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."
Performs duties and provides assistance according to policy and procedures, as well as any directives from the Office Manager.
• Answers all telephone calls in a pleasant manner utilizing the scripted messaging provided by management.
• Triage calls appropriately taking into consideration the extent of emergency or priority of the call, takes messages, follows through with each message ensuring that the proper physician or staff member has received the information, and provides routine information to callers.
• Effectively communicate with patient status of appointment and especially should there be any delays in service, and immediately involve management for service recovery to address a patient complaints about service.
• Prepares the daily schedules for the office, prepares patient charts ensuring that the proper chart has been selected and the appropriate information has been uploaded to the chart (i.e., recent notes, etc.).
• Schedules patients' appointments and appropriate testing for patients as directed. Verifies information from patients including demographic and health insurance information. Confirms patient appointments and testing.
• Provides coverage for vacations, sick, meal breaks, or when needed.
• Prepares documents for billing physician encounters, enters data, ensures that referrals and authorizations are received, etc.
• Type correspondence, forms and other documents as requested. Enters information into the computer system. Transcribes dictation of a highly confidential nature.
• Organizes and updated files, charts, and records.
• Uses discretion at all times to ensure patient confidentiality.
• All other duties as assigned.
B. Responsibilities/Non-Essential Functions:
V. Reporting Requirements:
Reports trends in adverse patient occurrences as soon as detected to the physician and the Office Manager.
Reports to the physicians and the Office Manager any quality issues requiring consideration or action.
VI. Accountability:
Shall be accountable for maintaining the confidentiality and security of all patient-related data and information.
Shall be accountable for abiding by all relevant policies and procedures.
VII. Qualifications:
Minimum Education:
• High school diploma required, Associates Degree preferred.
Minimum Experience:
• One to two years related experience, preferably in a health care setting.
Minimum skills/abilities:
• Medical terminology preferred.
• Word-processing and computer data entry experience preferred.
• Typing skills must be a minimum of 40 wpm.
• Ability to fluently read, write, speak and understand the English language required.
• Strong communication skills.
• Strong interpersonal and telephone skills required.
• Knowledge of insurance coverage systems, including but not limited to co-payments, referrals, HMO, PPO and capitated products, preferred.
• Experience with organization of electronic medical charts preferred.
• Ability to analyze operational issues and solve them creatively.

• Training in the courses of Quality Improvement, Performance Improvement and other educational programs are encouraged.

Application Instructions

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