Clinic Administrative Assistant

Fresenius Medical Care•Fitchburg, WI

About The Position

Performs general office duties and basic, routine clerical and secretarial work in a clinical environment. Serves as a welcoming front-desk contact at an outpatient or hospital facility and provides administrative support to help maintain clinic operations and patient care. Duties may vary based on location and business needs. The role supports patient engagement, scheduling and registration, record maintenance, office administration, and coordination with patients, staff, physicians, and other departments. The position may require travel between assigned facilities and other locations in the community.

Requirements

High school diploma or GED required.
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.
Solid written and verbal communication skills, including a pleasant telephone manner.
Resourcefulness and proactivity when issues arise.
Strong organizational skills and ability to multitask, manage time, and prioritize tasks.
Customer-service orientation.

Nice To Haves

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

Responsibilities

Answer and route telephone calls; professionally greet patients and guests and monitor reception and waiting areas.
Maintain a professional environment, distribute incoming mail, obtain signatures for admissions processing, and protect patient confidentiality.
Maintain records related to 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; organize patient travel and coordinate transient-patient paperwork.
Coordinate transfer placements and confirmations with the Clinical Manager.
Confirm admissions paperwork is completed and sent to designated departments, including by collecting, faxing, and scanning documents.
Assist with medical appointment referrals and scheduling, and coordinate transportation and referrals.
Ensure required Crown Web data entry is completed for ESRD 2728, ESRD 2746, and PART; scan insurance cards monthly.
Set up and maintain filing systems and basic databases; complete forms and reports for company offices, vendors, and agencies.
Prepare purchase orders using the appropriate software and assist with accounts receivable and accounts payable as needed.
Maintain office-supply inventory and assist with audits of medical records for compliance with medical-record standards.
Assist with collection of patient demographic information and Continuous Quality Improvement data.
Assemble, file, and maintain patient medical records; print daily patient schedules and pull patient charts.
Arrange package pickup and delivery and assist with month-end reporting.
Participate in center or team huddles and staff meetings; attend education and training sessions and apply key learnings.