Administrative Assistant - Medical Services

Elizabeth Seton Children’s•Yonkers, NY

2d•Onsite

About The Position

Reporting to the Chief Medical Officer, this position provides administrative support for the department of Medical Services, Rehabilitation and related clinical areas ensuring discretion, independent judgment, and professionalism to ensure smooth and efficient services. This position is charged with overseeing the coordination of all onsite and consulting clinics at Elizabeth Seton Children’s Center, including communication, scheduling, billing and statistical reporting. This position coordinates and maintains the credentialing records for all providers serving the Children’s Center and supports the on/off-boarding of Palliative Care fellows rotating through the Center. Manages day to day support with discretion and professional demeanor to ensure efficient and effective operations ensuring that adherence with current applicable federal, state, local standards and administrative procedures are maintained at all times. Provides back-up administrative support to leadership as needed, including the office of the Chief Executive Officer. Performs administrative support functions of a confidential and sensitive nature. This position requires working an on-site schedule of five days per week that may include weekends. Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position. Understands and promotes Elizabeth Seton Children’s Mission, Vision, and Core Values to ensure application with organizational policies and procedures. Promotes teamwork, professionalism, and a culture of respect and service excellence.

Requirements

Bachelor’s Degree in Business Administration or related field required.
Three years related experience minimum, preferably in a hospital, skilled nursing or other healthcare environment, or social services organization.
Working knowledge of medical credentialing process.
Demonstrated ability Medicaid requirements, particularly with equipment approvals.
Must be able to read, write, speak, and understand the English language fluently.
Must meet or exceed all health standards and requirements for the position as established by NYDOH and all other regulatory agencies.
Must meet the general health requirements set forth by the policies of this Center which includes a medical and physical examination.
Must be able to push, pull, move, and/or lift a minimum of thirty-five (35) pounds.
Perform tasks that may involve exposure to the resident’s blood/body fluids.
Must be able to assist in the evacuation of residents, if necessary.

Nice To Haves

Prior experience creating and using pivot tables and using SigmaCare and Visio a plus.
Bilingual fluency in written and spoken Spanish and English in a business, social services or healthcare setting highly preferred.

Responsibilities

Performs administrative support duties including, but not limited to, types and designs general correspondences, memos, meeting agendas and meeting minutes, charts, tables, graphs, policy/procedure manuals, reports, business plans, etc. Proofreads copy for spelling, grammar, quality and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Ensures seamless access to healthcare services for residents and promotes efficient scheduling by serving as the liaison between external sub-specialty providers, interdisciplinary teams and residents.
Over-sees the operations of all onsite specialty and primary care clinics and coordinates, as necessary, the planning for off-site specialty clinic appointments. Ensure seamless patient flow, avoiding scheduling conflicts.
Coordinates external consults and follow‑ups for rehabilitation‑related services, maintaining communication and documentation tracking.
Works with Rehabilitation staff to submit Letters of Justification for wheelchairs and braces, while also filtering denials/approvals.
Ensure residents have required documentation (labs, imaging, authorization, etc.) prior to appointment.
Ensures timely preparation of clinic materials, prescriptions, and consult forms.
Maintain and update clinic calendars, provider agreements, and contracts.
Maintains and updates forms, templates, and documentation for rehabilitation clinics, adaptive programs, and teaching materials for residents and families.
Maintains and updates necessary certifications and competencies for rehabilitation and medical staff.
Serve as primary point of contact between clinic providers and staff.
Manages departmental calendars for meetings, staff coverage, conferences, special events and project deadlines. Book meeting rooms, review and support committees. Coordinates travel arrangements.
Manages credentialing process for physicians and fellows. Tracks and coordinates re-credentialing per medical by-laws.
Coordinates the credentialing and scheduling of Palliative Care fellow and other student rotations within the medical department.
Assists with the coordination of student programs and palliative care fellowship rotations in collaboration with medical and educational departments.
Actively supports quality improvement, safety, and organizational initiatives. Participate in quality improvement initiatives and special projects, as assigned.
Develop, implement, and maintain policies and procedures governing clinic operations.
Oversees adaptive kitchen scheduling and documentation, ensuring staff competencies and collaboration with education programming.
Manages time and attendance and payroll records for assigned departments, prepares reports as necessary, makes recommendations and prepares documentation for corrective counseling.
Oversees data collection and analysis of performance, budget and service utilization statistics.
Perform administrative requirements such as completing necessary forms, reports, data bases and statistical data sheets.
Coordinate staff meetings, conferences etc. Schedule meetings and maintain schedules, as appropriate.
Manage all reports, records and prescriptions to ensure confidential access in compliance with HIPPA regulations and demonstrate effective use of the EMR.
Supervise and carry out standards for customer service, quality improvements, professional development, environment, safety and infection control practices, confidentiality, corporate compliance and all other Children’s Center policies and procedures, attend all mandatory in-services to ensure regulatory compliance and best practices in the working with residents and families.
Other related duties as may become necessary.