Clinic Administrative Assistant

Fresenius Medical Care•Kamuela, HI

About The Position

Under general supervision, the Clinic Administrative Assistant follows established company policies and procedures and applies acquired job skills to support patient engagement, scheduling and registration, and administrative operations. Duties may vary based on location and business need. The role supports a professional, confidential, and orderly clinic environment and may involve interaction with patients, facility staff, and physicians. The position includes front-desk and patient coordination activities, such as answering and routing calls, greeting patients and guests, monitoring reception and waiting areas, and supporting admission paperwork. Scheduling and registration tasks include maintaining records, preparing and coordinating medical records and patient travel paperwork, assisting with appointments and transportation, and ensuring required documents and data are completed and routed appropriately. Additional administrative work may include maintaining filing systems and databases, preparing forms and purchase orders, supporting accounts receivable and payable, maintaining office supplies, assisting with compliance audits and data collection, maintaining patient records and schedules, coordinating package delivery, and assisting with month-end reporting. The employee participates in team meetings and relevant education and training.

Requirements

High school diploma or GED required.
Minimum of 6 months of relevant experience without a degree.
Knowledge of office procedures.
Proficiency in Microsoft Office applications.
Ability to adapt to supporting software applications.
Professional attitude and appearance.
Solid written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Strong organizational skills.
Ability to multitask and manage time, including prioritizing tasks.
Customer service attitude.
Good verbal communication skills and a 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.
Professionally greet patients and guests and maintain a professional environment.
Monitor reception and waiting areas and distribute incoming mail.
Obtain signatures needed to process admissions data in accordance with company policies and procedures.
Maintain patient confidentiality.
Maintain records of hospitalization, patient travel, and related information to support scheduling and ancillary testing coordination.
Prepare medical records for faxing or mailing related to travel, transplant, disability, and other needs.
Coordinate patient travel by contacting relevant parties and providing requested medical records.
Coordinate transient patient paperwork and transfer placements and confirmations with the Clinical Manager.
Confirm admissions paperwork is complete and sent to designated departments, including billing, by collecting, faxing, and scanning documents.
Assist with medical appointment referrals and scheduling, and transportation coordination and referrals.
Ensure data entry is completed for Crown Web, 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 department or facility accounts receivable and accounts payable as needed.
Maintain inventory of necessary office supplies.
Assist in auditing 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 the patient schedule 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.