Administrative Assistant II

University of Florida•Gainesville, FL

17h•$19 - $21•Onsite

About The Position

To perform the direct and primary administrative and other related functions for the Oral & Maxillofacial Pathology Services for Faculty. This includes editing dictated notes, preparing preliminary reports, verifying case data, handling related administrative tasks, and potentially managing specimen prep or patient inquiries. Accurately interpret and use extensive pathology-specific medical terminology and abbreviations. Prepare reports, enter and verify patient and case data, and ensure correct ICD-10/CPT coding for billing. Strictly adhere to HIPAA regulations and maintain patient confidentiality when handling sensitive information. Finalize reports electronically for pathologists and generate amendments/addendums as needed. Use UF’s specific software and databases for data entry, retrieval, and report distribution. May involve general administrative tasks like setting meetings, maintaining calendars, and handling phone inquiries relates to reports. Scan completed biopsy reports into corresponding patient Axium charts for all in-house patients. Type and process Radiology and Pathology consultations for faculty. Proof, secure, and upload reports to email to outside doctors on a daily basis. Establish and maintain contact with all outside imaging labs that send cases for interpretation reports, including distribution of consult forms and other material needed for processing biopsies. Process final reports by printing, faxing, and emailing reports to each doctor’s office daily (over 400 per week). Use Axium computer program to obtain patient information needed for biopsy reports. Maintain files on all-biopsy reports with demographics. Assist Pathology faculty by ordering special stains and recuts requested. Ensure that recut requests from outside hospitals for slide over-read are filled promptly and given to the pathologist for review prior to sending them out. Ensure that all outside consultations are promptly accessioned and given to the attending physician the day they are received. Assist pathologists by helping train the residents in dictation. Give residents model dictations and a coding outline; critiques their dictation. Ensure residents are given laboratory reports corrected by the attending pathologist, ensuring continuous feedback. Help with numerous research projects and clinical studies by searching the large databases using multiple types of queries. Respond to all biopsy and provider-related phones calls daily and email all biopsy interpretation requests timely. Assist the Division Head of Oral Pathology with reports and correspondence that are of a confidential nature. Do the drafting, editing, and formatting of faculty correspondence as required. Prepare and maintain pathologists weekly reading log. Assist with administrative tasks, when necessary, in the absence of the department’s administrative assistant. Responsible for following up on overnight courier account, ordering airway bills and supplies for new doctors enrolled and reorders supplies for each doctor as needed. Add new doctors in Axium. Assist doctors’ offices in obtaining verbal biopsy results and reading reports over the phone and faxing reports to doctors upon request (approx. 400 per week). Assist laboratory supervisor in accessioning and replenishing supplies and biopsy kits. Assist Case of the Month project by performing all aspects involved in preparing the case of the month for publication. Help find references and help compose the text for the case of the month. Responds to e-mail queries about the case of the month’s participants, setting appointments or contacting the pathologists for information. Fulfills requests for biopsy supplies etc. that come through the web site Assist Program Assistant in the Department of Oral Diagnostic Sciences and the Billing Office (part of the College of Dentistry Dean’s Office) in setting up procedures for each department to use in the workflow from one department to another. Maintain records of all the work that is done by each department to ensure all work is completed in a timely manner. Type and process Radiology and Pathology consultations for faculty.

Requirements

High school diploma or equivalent
Four years of relevant experience or an equivalent combination of education and experience

Nice To Haves

Knowledge of medical terminology
Knowledge of correct grammar, spelling, punctuation, and terminology used
Knowledge of basic arithmetic
Knowledge of Word, PowerPoint, and Excel
Excellent typing skills with a minimum typing speed of 60+ WPM
Strong attention to detail & organizational skills
Ability to work independently and in a fast-paced environment

Responsibilities

Editing dictated notes
Preparing preliminary reports
Verifying case data
Handling related administrative tasks
Managing specimen prep or patient inquiries
Interpreting and using pathology-specific medical terminology and abbreviations
Preparing reports
Entering and verifying patient and case data
Ensuring correct ICD-10/CPT coding for billing
Adhering to HIPAA regulations and maintaining patient confidentiality
Finalizing reports electronically for pathologists
Generating amendments/addendums as needed
Using UF’s specific software and databases for data entry, retrieval, and report distribution
Setting meetings
Maintaining calendars
Handling phone inquiries related to reports
Scanning completed biopsy reports into corresponding patient Axium charts
Typing and processing Radiology and Pathology consultations for faculty
Proofing, securing, and uploading reports to email to outside doctors
Establishing and maintaining contact with outside imaging labs
Distributing consult forms and other material needed for processing biopsies
Processing final reports by printing, faxing, and emailing reports to doctor’s offices
Using Axium computer program to obtain patient information
Maintaining files on all biopsy reports with demographics
Ordering special stains and recuts requested by Pathology faculty
Ensuring recut requests from outside hospitals are filled promptly
Ensuring outside consultations are promptly accessioned and given to the attending physician
Assisting pathologists by helping train residents in dictation
Giving residents model dictations and a coding outline
Critiquing resident dictations
Ensuring residents receive corrected laboratory reports
Helping with research projects and clinical studies by searching databases
Responding to biopsy and provider-related phone calls daily
Emailing biopsy interpretation requests timely
Assisting the Division Head of Oral Pathology with confidential reports and correspondence
Drafting, editing, and formatting faculty correspondence
Preparing and maintaining pathologists weekly reading log
Assisting with administrative tasks in the absence of the department’s administrative assistant
Following up on overnight courier account
Ordering airway bills and supplies for new doctors
Reordering supplies for each doctor as needed
Adding new doctors in Axium
Assisting doctors’ offices in obtaining verbal biopsy results
Reading reports over the phone
Faxing reports to doctors upon request
Assisting the laboratory supervisor in accessioning and replenishing supplies and biopsy kits
Assisting with the Case of the Month project
Finding references and composing text for the case of the month
Responding to email queries about case of the month participants
Setting appointments or contacting pathologists for information
Fulfilling requests for biopsy supplies etc. from the website
Assisting the Program Assistant in setting up procedures for workflow between departments
Maintaining records of work done by each department
Ensuring all work is completed in a timely manner