Administrative Assistant PI

Peachtree Orthopaedic Clinic • Alpharetta, GA

3d • Onsite

About The Position

Peachtree Orthopedics is seeking a dedicated Administrative Assistant PI to provide daily administrative support to assigned providers, administrative teams, clinical teams, and management. This role is crucial for ensuring excellent patient and client relations and will also involve performing marketing tasks on behalf of the doctor. The ideal candidate will possess excellent customer service skills and the ability to work effectively as part of a team. Peachtree Orthopedics has a rich history of 70 years in business, is recognized as a Top Workplace by the Atlanta Journal Constitution for 6 consecutive years, and fosters a family-oriented, dedicated, passionate, and hardworking culture. We offer limitless growth opportunities, an empathetic and supportive work culture, and a commitment to excellence in patient care.

Requirements

• High school diploma or general education degree (GED).
• Minimum two to three years executive support level experience in a high-volume atmosphere.
• Previous paralegal, personal injury, or executive assistant experience is mandatory.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Knowledge of MS Excel Spreadsheet software; MS PowerPoint and MS Word Processing software and Electronic Medical Records (Athena) software.
• Demonstrates attention to detail.
• Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
• Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
• Promotes customer focus; establishes customer service standards; monitors customer satisfaction; develops new approaches to meeting customer needs.
• Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
• Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• Understands business implications of decisions.
• Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.
• Pursues and wins support for ideas.
• Conserves organizational resources.
• Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
• Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
• Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
• Adapts to changes in the work environment; able to deal with frequent change, delays, or unexpected events.
• Sets and achieves challenging goals; measures self against standard of excellence; recognizes and acts on opportunities.
• Dresses appropriately for position; keeps self well groomed.
• Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
• Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Meets challenges with resourcefulness; generates suggestions for improving work.
• Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
• Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.
• Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
• Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
• Learns new tasks through taking the initiative; takes on a diverse range of tasks effectively; such tasks include but are not limited to physician marketing, procedure scheduling, surgery scheduling, and research and outcomes tracking.
• Maintains a respectable appearance that represents the physician and company well; clearly and articulately communicates with others within and outside the company; uses correct grammar and sentence structure via written and oral communication.
• Sets high but achievable standards; seeks opportunities to improve processes.

Nice To Haves

• Associate or bachelor's degree preferred.
• Experience in a health care organization that includes basic knowledge of insurance plans, coverage and procedures.

Responsibilities

• Performs all administrative personal injury tasks including scheduling new and recheck patients, obtaining applicable paperwork (i.e., lien agreements, police reports, previous medical records, etc.), obtaining case policy limits, performing case management in an applicable software system, assisting with developing and maintaining PI standard operating procedures, managing the full life cycle of personal injury cases from intake through settlements, maintaining a PI case financial tracker including treatment costs, estimated case value, and lien balances, obtaining approvals for future services, obtaining surgical estimates, negotiating reduction requests, communicating with patients, attorneys, and other referral sources, assisting the referral source with coordinating transportation for the patient, providing data to the physician, and providing PI and administrative coverage to all admin staff on Dr. Ugwonali’s team.
• Performs marketing tasks including identifying potential new referral sources and marketing to them, maintaining relationships with existing referral sources, hosting lunch & learns, dinners, and events, creating electronic marketing campaigns, ordering marketing supplies, logging all marketing visits, lunches, dinners, and events, completing mileage reimbursement forms, reconciling receipts and payments, and providing data to the physician.
• Handles confidential, time-sensitive, and non-routine information.
• Sorts and distributes mail and determines the level of priority, including managing the process of all internal paperwork.
• Processes legal documents such as subpoenas and communicates with attorneys.
• Answers calls, emails, and text messages.
• Offers support to the clinical team to ensure optimum patient care and timely follow-up.
• Works closely with the physician to develop and accomplish goals and strategic plans.
• Prepares reports for the physician.
• Covers administrative members of the team when they are out of the office.
• Maintains a professional appearance.
• Ability to work a flexible schedule.
• Other duties may be assigned.

Benefits

• Limitless Growth: Propel your career with abundant professional development opportunities within our dynamic organization.
• Empathetic Culture: Immerse yourself in a supportive, lively work culture that values your well-being and celebrates your contributions.
• Dedication to Excellence: Join a team of like-minded individuals who share your commitment to delivering top-notch care to our cherished patients.

What This Job Offers

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