Administrative Assistant III

University of Florida • Gainesville, FL

2d

About The Position

The Administrative Assistant III is responsible for handling all administrative tasks for Department of Orthopaedic Surgery and Sports Medicine faculty, physicians and APP providers as assigned by supervisor. This position is also responsible for acting as a clinical liaison for patients of assigned providers.

Requirements

• High school diploma or equivalent and seven years of relevant experience or an equivalent combination of education and experience.
• Ability to compose own correspondence and edit/proofread that of others
• Capable of working under pressure and producing within deadlines
• Ability to prioritize own work and proceed with minimum supervision
• Ability to maintain a professional approach at all times
• Demonstrate ease with learning new programs
• Maintains strict confidentiality at all times
• Interacts professionally with the public in a sensitive and professional manner; screens requests and materials effectively and efficiently; and readily handles a variety of situations
• Works independently and as a team member
• Articulate; has a good command of the English language
• Punctual; maintains an excellent attendance record
• Highly organized
• Consistently demonstrates personal initiative
• Displays interest in the overall well-being of the health system
• Takes initiative to assist whenever possible in the success of the institution

Nice To Haves

• Experience in a healthcare setting
• Familiarity with administrative support responsibilities to provide professional-level assistance effectively/proactively
• Familiarity with collecting and preparing data analyses

Responsibilities

• Provide expert administrative assistance to the Department of Orthopaedics Faculty, physicians and APP providers as assigned by supervisor.
• Responsible for screening of phone calls and placing of phone calls for assigned providers and acting as liaison in all administrative matters.
• Maintains the appointment calendars for assigned providers, schedule meetings and conference independently, providing background information and attending or receiving briefings on policies and procedures which require implementation.
• Serves as coordinator in arranging weekly and monthly divisional conferences.
• Coordinate agenda items, takes minutes and distributes to division employees.
• Implements proper division procedures to assure that daily operations are successful.
• Coordinates renewal of FL licensure, DEA, board certification and credentials to assure they are able to practice without interruption.
• Manages required annual training such as HIPAA, Compliance, IRB, CME’s, etc.
• Responsible for managing and reporting time for assigned providers (vacation, conferences, etc.) to ensure appropriate clinical coverage is maintained and leave balances are accurate.
• Schedules legal consult phone calls, depositions and trials for medical malpractice suits for assigned providers.
• Obtaining case summary for physician approval, explanation of fees and procedure for review and approval, letters to attorney, insurance trust fund, department of orthopaedics, advising and assisting providers with completion of online outside employment form, approval letters and consultant retainer agreement, invoice letters, gathering of medical records and x-rays for physicians review.
• Billing for forms completion, includes sending invoice, requesting the medical record, copying of payment once received, mailing/faxing form once completed, and notifying patient form has been completed.
• Arranges travel for assigned providers.
• Makes reservations for flights, rental cars, hotels and conferences. This occasionally involves international travel.
• Submits travel receipts for reimbursement upon completion of the trip.
• Responsible to track their BRE account to ensure each faculty and mid-level stays within the allocation they have been assigned by the department.
• Coordinates mail on behalf of assigned providers.
• Screens mail and completes forms or composes written reply and independently signs when appropriate.
• Coordinates reply from provider when needed.
• Responsible for transcription of dictation for physicians and independently drafting of letters for physicians’ signature in response to correspondence/requests.
• Updating and follow up of outstanding payments/reimbursements for physicians.
• Assists with coordination of administrative, teaching, and research responsibilities and commitments.
• Assists with coordination and maintenance of confidential personal and fiscal records for the Division.
• Assists with coordination and maintenance of fiscal records for the Division of Sports Medicine.
• Responsible for coordinating the student rotation schedule for medical students rotating through Sports Medicine on.
• Coordinates clinic dates, surgery dates, and other administrative dates to ensure that the attending physician’s clinical and administrative commitments are scheduled smoothly and without complications.
• Interfaces with other administrative personnel outside the division and informs them of matters that will affect their schedules.
• Independently foresees potential problems and makes corrections.
• Personally responsible for advising the outpatient clinic personnel of open surgery time and date when the attending physician will be unavailable and when patients are not scheduled in the clinic.
• Oversee and manage the OrthoCare After-Hours Clinic schedule for Faculty and APPs who cover daily shifts.
• Receives and screens incoming telephone calls, emails and correspondence for the attending physician concerning patient referrals.
• Interprets and carries out divisional and departmental policies related to patient care.
• Exercises poise and good judgment when receiving calls regarding urgent and emergent care whether from the referring doctor or the patient directly.
• Responsible for assisting with the patients' telephone calls and emails.
• Transcribes dictation prepared by the attending physicians in the division. This includes routine correspondence, patient-related correspondence, educational materials, etc. provides editorial expertise.
• Independently handles questions related to medical-legal issues such as release of medical information, attorney requests for expert witness testimony, unexpected subpoenas to testify in court, etc.
• Prepares the weekly patient census which is used by the physicians in the Division to organize their weekly clinical commitments.
• Maintains the appointment calendars for the attending physician’s, schedule meetings and conference independently, providing background information and attending or receiving briefings on policies and procedures which require implementation by the secretary.
• Serves as coordinator in arranging weekly and monthly divisional conferences.
• Independently handles problems patients may have with transmission of medical information, prescriptions, therapeutic problems, health-care forms and other health-related requests.
• Prepares the weekly patient census which is used by the physicians in the Division to organize their weekly clinical commitments.
• Transmits the census to the necessary departmental administrative and clinical personnel.

Benefits

• This position is eligible for veterans' preference.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED