Clinic Administrative Assistant

Fresenius Medical Care•Missoula, MT

About The Position

Performs general office duties, including basic and routine clerical and secretarial tasks, in a clinical environment. Serves as a front-desk contact at an outpatient or hospital facility and provides administrative support to help maintain clinic operations and customer care for patients and their families. The role supports patient engagement, scheduling and registration, medical-record management, routine administrative functions, and coordination with patients, facility staff, physicians, and other departments. Duties may vary according to location and business needs. The position works under general supervision and has no supervisory responsibilities.

Requirements

High school diploma or GED.
At least 6 months of relevant experience if the candidate does not have a degree.
Knowledge of office procedures.
Proficiency in Microsoft Office applications.
Ability to adapt to supporting software applications.
Professional attitude and appearance.
Strong written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Strong organizational skills.
Ability to multitask, manage time, and prioritize tasks.
Customer-service attitude.
Good verbal communication skills.
Pleasant telephone manner.

Nice To Haves

One to two years of related experience preferred.
Working knowledge of computers and Microsoft Word, Excel, and PowerPoint preferred.

Responsibilities

Answer telephone calls and route them to the appropriate person.
Greet patients and guests professionally and monitor reception and waiting areas to maintain a professional environment.
Distribute incoming mail.
Obtain signatures needed to process admissions data in accordance with company policies and procedures.
Maintain patient confidentiality.
Maintain records of hospitalization and patient travel to support scheduling and coordination of ancillary testing.
Prepare medical records for faxing or mailing for travel, transplant, disability, and other purposes.
Arrange patient travel by contacting relevant parties and providing requested medical records.
Coordinate transient patient paperwork.
Coordinate transfer placements and confirmations with the Clinical Manager.
Confirm admissions paperwork is completed and sent to designated departments, including billing, by collecting, faxing, and scanning documents.
Assist with medical appointment referrals and scheduling.
Assist with transportation coordination and referrals.
Ensure data entry is completed in Crown Web for ESRD 2728, ESRD 2746, and PART.
Scan insurance cards monthly.
Set up and maintain filing systems and basic databases as applicable.
Complete forms and reports required by company offices, vendors, and agencies.
Prepare purchase orders using the appropriate software application.
Assist with accounts receivable and accounts payable functions as needed.
Maintain inventory of necessary office supplies.
Assist with audits of records for ongoing compliance with medical-record standards, including H&Ps, monthly physician progress notes, and care plans.
Assist in collecting patient demographic information and Continuous Quality Improvement data.
Assemble, file, and maintain patient medical records.
Print patient schedules and pull patient charts daily.
Arrange package pickup and delivery.
Assist with month-end reporting requirements.
Participate in center or team huddles and staff meetings.
Attend education and training sessions as appropriate and apply key learnings.