Administrative Assistant I - Clinical, Women's Health

Bassett Healthcare Network•Village of Cooperstown, NY

1d•Onsite

About The Position

Under regular supervision of the division or department manager, the Administrative Assistant I - Clinical supports the services of the assigned practitioners in a diversified, high quality and confidential manner for the department. Works closely with other department staff to provide a smooth operating and efficient department, to enhance the quality of patient care. This person provides daily support to clinical operations of department.

Requirements

Minimum 2 years Administrative Assistant experience, required
Computer Skills
Time Management
Customer Service
Maintain Confidentiality
Attention to Detail

Nice To Haves

Administrative Assistant training or AAS degree, preferred
Bachelor's degree may be substituted for one year of work experience
Administrative Assistant training

Responsibilities

Provides high quality and confidential administrative support to assigned providers.
Answers, screens and triages telephone calls in a positive, professional and helpful manner, always utilizing the Bassett three-part greeting.
Takes detailed and accurate messages consistently in the established format and assures that any required follow-through occurs within an acceptable time-frame.
Accurately types all memoranda, reports and correspondence as requested, maintaining knowledge in all necessary computer programs to best support clinical operations.
Accurately utilize EPIC and Microsoft Outlook computer programs as trained to manage provider schedules and schedule patients as needed.
Maintains accurate calendars for providers and, in accordance with department policies, coordinates all related paperwork for meetings, time off and travel for providers.
Processes incoming correspondence in a timely and confidential manner.
Utilize good time management skills by prioritizing work/projects, communicating status of on-going tasks/projects to providers and manager and by completing work in a timely manner.
Processes all clinical paperwork (dictation, labs, pathologies, prescriptions) accurately with no more than 3 exceptions per year.
Provides other administrative support as needed or requested to ensure quality support and continuous improvement of clinical operations.
Schedules outpatient appointments via telephone request directly from patients and referring providers, or off of reminder lists and bump lists (including patients with special indicators such as resistant organism, and including confirmation of patient’s demographic information) according to departmental protocols and in compliance with the quality assurance reviews.
Cross-trains in all appropriate scheduling functions as determined through departmental training schedules and implemented by Supervisor.
Initiates and coordinates with all appropriate entities (departments, physicians, etc…) the scheduling of various procedures along with any required pre-procedure appointments or post-procedure follow-up.
Communicates with various departments and coordinates appointments for diagnostic testing such as (but not limited to) MRI, CT scans, bone scans and laboratory testing.
Collects and records all pertinent information for obtaining authorization for diagnostic testing and medication including ICD-9 codes, progress notes, and historical information as required based upon site of service or urgent circumstances.
Actively promotes the delivery of quality health care through continual learning, proactive communications and encouraging teamwork.
Pro-actively resolves problems and makes decisions within scope of authority.
Provides assistance and cross-coverage for other staff willingly as requested or as needed, ensuring adequate coverage during staff vacations and time-off.
Presents a positive image of Bassett Medical Center through professional appearance and behavior.
Ensures the confidentiality of protected health information, understanding patient privacy rights and Patient Bill of Rights.
Discusses patient care issues privately and quietly at work only and reads medical documentation on a need-to-know only basis in order to accomplish a specific task.
Receives requests from various internal and external sources and schedules appointments in accordance with departmental guidelines.
Serves as a liaison between the Department and the health insurance plans during the review process, facilitating communication and adhering to Department policy and procedure for timeliness of review, decision and determinations.
Acts as a receiving point for patient concerns and complaints, accurately identifies unresolved issues that have the potential to adversely affect patient care, and refers issues and conflicts on to a supervisor/manager or provider as measured by direct supervisory observation and co-worker feedback. Responds to the patient/families or refers to a supervisor/manager or provider as appropriate depending upon circumstances.
Communicates care plans and scheduled appointments to patients/families. Responds to patients/families within 24-72 hours or as appropriate based upon the circumstances.
Assumes responsibility for continuing education by maintaining competency in programs required for daily responsibilities, including clinical information systems, office automation systems and insurance issues.
Attends required in-services as requested by supervisor.
Identifies need for computer training or refresher courses and attends as necessary.
Attends 85-90% of all staff meetings, reviewing minutes of any meetings missed with no more than 1 exception per year.
Maintains job specific knowledge and proficiency (may include FSC, scheduling, charge coding information and creation of open referrals) by attending meetings, training and reading all pertinent training documentation and memos.
Maintains a thorough knowledge and understanding of Bassett FSC’s and local carrier’s medical coverage policies as they relate to the Department.
Performs department specific tasks as assigned by the manager or director.
Performs similar or related duties as requested or directed.