Clinic Administrative Assistant

Fresenius Medical Care•Round Rock, TX

About The Position

The Clinic Administrative Assistant performs general office duties involving basic and routine clerical and secretarial work in a clinical environment under direct or close supervision. The role supports clinic operations through correspondence, telephone and visitor assistance, records and database maintenance, scheduling, purchasing, mail distribution, inventory, and basic financial and personnel administration. The position also provides administrative support for patient coordination and clinical record processes. This includes collecting patient statistical and quality-improvement data, assisting with month-end reporting and compliance audits, maintaining hospitalization and travel records, preparing and coordinating medical records and patient paperwork, supporting transfer placements and admissions documentation, assisting with appointment referrals and transportation coordination, and ensuring specified data entry is completed. Additional responsibilities may focus on one or more departments or locations, and other duties may be assigned. Work is primarily desk and personal-computer based and may involve interaction with patients, facility staff, and physicians. Travel between assigned facilities and community locations may be required. The work environment may resemble a healthcare facility, with controlled air temperature and moderate noise, and potential exposure to infectious or contagious diseases or materials.

Requirements

High school diploma required.
At least 6 months of relevant experience without a degree, or 0–6 months of experience with an associate degree or secretarial school.
Good verbal communication skills.
Pleasant telephone manner.

Nice To Haves

Working knowledge of computers, including Microsoft Word, Excel, and PowerPoint.

Responsibilities

Prepare and type routine correspondence, form letters, and reports.
Answer telephone calls and route them to the appropriate person.
Greet visitors and patients as applicable and direct them to the appropriate location or person.
Set up and maintain filing systems and basic databases as applicable.
Complete forms and reports required by company offices, outside vendors, and agencies.
Record meeting minutes and provide resulting documents as necessary.
Make copies of correspondence and other printed matter as required by the manager.
Prepare purchase orders using the appropriate software application.
Assist with department or facility accounts receivable and accounts payable functions as needed.
Distribute incoming mail.
Maintain calendars and daily schedules.
Schedule appointments and arrange meetings.
Maintain inventory of necessary office forms and supplies.
Assist with basic personnel administrative functions as needed.
Provide backup to other clerical personnel in the office as needed.
Assist in collecting Patient Statistical Profile and Continuous Quality Improvement data.
Assist with month-end reporting requirements.
Assist in auditing records for ongoing compliance with medical records standards.
Maintain accurate records of hospitalization and patient travel to support patient scheduling and ancillary testing coordination.
Prepare medical records for faxing or mailing related to travel, transplant, disability, and other matters.
Organize 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, such as 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 for Crown Web, including data related to ESRD 2728, ESRD 2746, and PART.
Perform other duties as assigned; additional responsibilities may focus on one or more departments or locations.