Administrative Assistant

Saint Peters Healthcare System•New Brunswick, NJ

8d•$20 - $32

About The Position

The Administrative Assistant supports the Care Coordination department by managing communications, records, scheduling, office operations, and time-sensitive patient information. The role receives and routes calls and electronic consult requests, assists with departmental budget transactions, welcomes patients and visitors, maintains community resource information, and supports timekeeping and schedules. It also coordinates onboarding for post-acute provider representatives and helps ensure required patient information is transmitted according to regulatory guidelines, including processing Summary of Care documentation. The position maintains department files, distributes incoming mail and faxes, schedules meetings and appointments, and coordinates office supplies and equipment maintenance.

Requirements

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

Responsibilities

Receive telephone calls, review voicemails, and respond to electronic consult requests within established timeframes; gather 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, requesting signatures, submitting documents 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.
Organize and maintain current resource information from community agencies and post-acute providers.
Maintain time and attendance records in the hospital payroll system, retain transaction copies, publish departmental schedules, and update the schedule board accurately and on time.
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; immediately escalate calls or fax requests concerning patient appeals of physician discharge to department leadership.
Compile information from patient medical records and transmit it to regulatory entities within required timeframes.
Implement the Summary of Care process by running Case Management software reports, identifying patients discharged to post-acute providers, accessing the Electronic Medical Record, activating Summary of Care documents, transmitting them through the Case Management solution, and validating transmission.
Coordinate office operations and procedures to support efficiency and quality; serve as liaison with support departments; monitor office supplies; and conduct routine preventative maintenance of office machines and equipment.
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.