Administrative Assistant

Saint Peters Healthcare System • New Brunswick, NJ

3d • $20 - $32

About The Position

Administrative Assistant
Care Coordination
The Administrative Assistant will:
• Receive telephone calls (reviews voicemails) and electronic consult requests for the department within established timeframes and obtains pertinent information, dispatches to appropriate person, escalating as necessary and maintaining confidentiality as required.
• Assist Management with departmental budget procedures by obtaining invoices, creating vouchers and requesting necessary signatures, submitting to Accounts Payable and retains copies of transactions, following up with all parties as needed.
• Receive patients, visitors, and interdisciplinary/other departmental staff and responds to majority of patient/visitors by providing information based on knowledge of relevant departmental and Hospital policies and procedures, promptly notifying appropriate personnel if assistance is needed.
• Ensure that resource information from community agencies and post-acute providers is organized, current, and available as needed.
• Maintain time and attendance records with entry in the hospital payroll system, maintaining copies of all transactions and publishing schedules for the department and accurately and timely adding to schedule board.
• Coordinate on-boarding for on-site post-acute preadmission liaisons and agency representatives, including updating and preparing orientation packets for Post-Acute Provider representative, monitoring required information for onboarding and provides other assistance as needed.
• Prepare and transmit time sensitive patient information in accordance with regulatory guidelines, Identifying phone calls and/or fax requests regarding a patient appeal of the physician discharge with immediate escalation to Department leadership.
• Compile required information from the patient’s medical record and transmits to the regulatory entity within the required time frame and implements the Summary of Care multi-step process by running reports in the Case Management software solution, identifying patients who are discharged to post-acute providers, accessing the Electronic Medical Record, activating the Summary of Care document in the EMR, transmitting via the Case Management solution, and running reports to validate transmission to the post-acute provider.
• Coordinate Office operations and procedures to ensure efficiency and quality, serving as liaison between Department and support departments, monitoring and maintaining appropriate level of office supplies and conducts routine preventative maintenance of office machines and equipment (eg, telephones, computers, printers).
• Screen, sort, and distribute Department’s incoming mail and faxes.in accordance with established department procedure and approved timeframe.
• Schedule meetings, conferences, and appointments for staff and management in accordance with established office procedures.
• Maintain electronic and hard-copy files and record-keeping for the Department as per established procedures.

Requirements

• Ability to type, edit and proof business correspondence and prepare reports. Three (3) years related secretarial work experience including arranging meetings and conferences.
• Strong interpersonal, critical thinking, and problem- solving skills necessary to deal effectively and courteously with a diverse group of internal callers, patients and visitors, as well as a large volume of external contacts.
• Must be able 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.
• Generally sedentary work but may require standing and walking.

Responsibilities

• Receive telephone calls (reviews voicemails) and electronic consult requests for the department within established timeframes and obtains pertinent information, dispatches to appropriate person, escalating as necessary and maintaining confidentiality as required.
• Assist Management with departmental budget procedures by obtaining invoices, creating vouchers and requesting necessary signatures, submitting to Accounts Payable and retains copies of transactions, following up with all parties as needed.
• Receive patients, visitors, and interdisciplinary/other departmental staff and responds to majority of patient/visitors by providing information based on knowledge of relevant departmental and Hospital policies and procedures, promptly notifying appropriate personnel if assistance is needed.
• Ensure that resource information from community agencies and post-acute providers is organized, current, and available as needed.
• Maintain time and attendance records with entry in the hospital payroll system, maintaining copies of all transactions and publishing schedules for the department and accurately and timely adding to schedule board.
• Coordinate on-boarding for on-site post-acute preadmission liaisons and agency representatives, including updating and preparing orientation packets for Post-Acute Provider representative, monitoring required information for onboarding and provides other assistance as needed.
• Prepare and transmit time sensitive patient information in accordance with regulatory guidelines, Identifying phone calls and/or fax requests regarding a patient appeal of the physician discharge with immediate escalation to Department leadership.
• Compile required information from the patient’s medical record and transmits to the regulatory entity within the required time frame and implements the Summary of Care multi-step process by running reports in the Case Management software solution, identifying patients who are discharged to post-acute providers, accessing the Electronic Medical Record, activating the Summary of Care document in the EMR, transmitting via the Case Management solution, and running reports to validate transmission to the post-acute provider.
• Coordinate Office operations and procedures to ensure efficiency and quality, serving as liaison between Department and support departments, monitoring and maintaining appropriate level of office supplies and conducts routine preventative maintenance of office machines and equipment (eg, telephones, computers, printers).
• Screen, sort, and distribute Department’s incoming mail and faxes.in accordance with established department procedure and approved timeframe.
• Schedule meetings, conferences, and appointments for staff and management in accordance with established office procedures.
• Maintain electronic and hard-copy files and record-keeping for the Department as per established procedures.

Benefits

• Benefits include medical, dental, and vision insurance; savings accounts, voluntary benefits, wellness programs and discounts, paid life insurance, generous 401(k) match, adoption assistance, back-up daycare, free onsite parking, and recognition rewards.
• You can take your career to the next level by participating in either a fully paid tuition program or our generous tuition assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed