Administrative Assistant

Saint Peter's Healthcare System•New Brunswick, NJ

About The Position

The Administrative Assistant supports the Care Coordination department by managing communications, assisting with budget procedures, welcoming patients and visitors, maintaining records and schedules, and coordinating office operations. The role also coordinates onboarding for on-site post-acute liaisons and agency representatives and handles time-sensitive patient information in accordance with regulatory guidelines. This includes identifying and escalating calls or fax requests concerning physician-discharge appeals and compiling and transmitting required patient information to regulatory entities. The position also manages the Summary of Care process, including generating reports, activating and transmitting documents, and validating successful transmissions to post-acute providers. The Administrative Assistant serves as a liaison between the department and support departments, maintains office supplies and equipment, distributes incoming mail and faxes, schedules meetings and appointments, and maintains electronic and hard-copy files. The work is generally sedentary but may require standing and walking.

Requirements

Three years of related secretarial work experience, including arranging meetings and conferences.
Ability to type, edit, and proofread business correspondence and prepare reports.
Strong interpersonal, critical-thinking, and problem-solving skills to deal effectively and courteously with diverse internal callers, patients, visitors, and external contacts.
Ability to accurately and efficiently record and type minutes and dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.

Responsibilities

Receive telephone calls, review voicemails, and process electronic consult requests within established timeframes; obtain pertinent information, route requests to the appropriate person, escalate as necessary, and maintain confidentiality.
Assist management with departmental budget procedures by obtaining invoices, creating vouchers, securing signatures, submitting items to Accounts Payable, retaining transaction copies, and following up as needed.
Receive patients, visitors, and staff; provide information based on relevant departmental and hospital policies and procedures, and notify appropriate personnel when assistance is needed.
Keep resource information about community agencies and post-acute providers organized, current, and available.
Maintain time and attendance records in the hospital payroll system, retain transaction copies, publish departmental schedules, and update the schedule board accurately and promptly.
Coordinate onboarding for on-site post-acute preadmission liaisons and agency representatives, including preparing and updating orientation packets and monitoring required onboarding information.
Prepare and transmit time-sensitive patient information in accordance with regulatory guidelines; promptly escalate calls or fax requests concerning appeals of physician discharges to department leadership.
Compile information from patient medical records and transmit it to regulatory entities within required timeframes.
Complete the Summary of Care process by running reports in the Case Management software solution, identifying patients discharged to post-acute providers, accessing the Electronic Medical Record, activating the Summary of Care document, transmitting it through the Case Management solution, and validating transmission.
Coordinate office operations and procedures to support efficiency and quality, and serve as a liaison between the department and support departments.
Monitor and maintain office supplies and perform routine preventative maintenance of office machines and equipment, including telephones, computers, and printers.
Screen, sort, and distribute incoming departmental mail and faxes according to established procedures and timeframes.
Schedule meetings, conferences, and appointments for staff and management according to office procedures.
Maintain departmental electronic and hard-copy files and records according to established procedures.