Administrative Assistant

JOB TITLE: Infusion Administrative Assistant

REPORTS TO: Infusion Clinic Coordinator/Facility Administrator

FLSA STATUS: Non-Exempt

GENERAL PURPOSE OF THE JOB:

The Administrative Assistant for Multispecialty Physician Partners is responsible for the on-going coordination and organization of the facility clerical and reception operations. This person assures that accurate and efficient systems are in place for all patient and third party billing and accounting, and all medical records are in order and complete. The Administrative Assistant is responsible for all communication functions of the facility via phone, reception and electronic interface.

PRIMARY RESPONSIBILITIES:

• Coordinates all invoices on a weekly basis for accuracy and consistency and seeks approval from appropriate facility personnel to authorize payment.

• Schedules patients for infusion treatments.

• Maintains patient's medical records per facility guidelines.

• Assures that test results and other pertinent information is filed in the medical record on a timely basis and all required documents are available for provider review.

• Is responsible for maintenance of both electronic and paper records, either directly or as delegated, as defined in facility policy.

• Utilizes information systems provided, maintains statistical records and prepares reports as requested by managerial personnel.

• Maintains clinic inventory and supplies.

• Manages all incoming telephone calls and appropriate triage of such telephone calls.

• Processes Purchase Requisitions according to instructions.

• Develops an effective communication mechanism for the facility to promote a positive image with patients, visitors, co-workers, physicians, office personnel, and external agencies and offices.

• Demonstrates effective working relationships with professional staff, co-workers, physicians, their office staff, ancillary department personnel and external agencies.

• Calls patients to remind them of upcoming infusion treatments.

SECONDARY RESPONSIBILITIES:

• Develops and initiates forms/logs and records related to the management of the unit.

• Generates and processes all paperwork connected with supplies.

• Handles office correspondence and memos for Clinical Coordinator, Attending Provider, and Medical Director.

• Maintains a presence in the facility reception area, checking-in, and greeting all patients.

• Communicates schedule changes to the clinical coordinator and the nursing staff.

• Enforce and adhere to all HIPAA compliance policies.

• Perform all duties in a courteous and professional manner and comply with all Company established policies and procedures

• Manages mail and Fed Ex shipments.

• Participate in staff, technical, educational, and quality improvement meetings.

• Attend and / or participate in all designated training sessions.

• Request assistance or advice from supervisor as needed.

• Demonstrate the VIVO program and culture.
• Perform other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School graduate or equivalent required, Associate or Bachelors Degree preferred.

• 1-3 years in administrative support in a customer service environment preferred.

• Intermediate typing skills - minimum 50 wpm.

• Intermediate Computer literacy including knowledge of MS Office tools (Excel, Word, PowerPoint)

• Knowledge of medical abbreviations and terminology.

• Demonstrates skill in information system function, printer use, fax machine and other office equipment. Maintains relevant proficiency in computer software to include: Word, Spreadsheets, Graphics and Billing Database

• Effective communications skills.

• Previous Patient Billing/Scheduling experience preferred.

• Previous clerical experience preferred in a health care setting.

• Bilingual language (Spanish) preferred, but not required.

• Travel is minimal in this role. Regional travel can be up to 15%.

PHYSICAL DEMANDS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The noise level in the work environment is usually low to moderate.

The employee is frequently required to sit and infrequently required to stand, lift and/or move up to 25 pounds. While performing the duties of this job, the employee is required to sit, stand; walk and talk, and hear. Requires excellent visual dexterity and manual dexterity.