Clinic Administrative Assistant

Fresenius Medical Care•Fitchburg, WI

11d

About The Position

The Clinic Administrative Assistant performs general office, clerical, and secretarial duties in a clinical environment. As a receptionist and administrative support team member at Fresenius Kidney Care, this employee helps maintain clinic operations and provide customer care for patients and their families. The position works under general supervision and follows established company policies and procedures. Responsibilities may vary depending on location and business needs. The role supports patient engagement and front-desk operations, scheduling and registration, medical-record handling, administrative functions, and clinic coordination. The position is Monday through Friday, 8:00 a.m. to 5:00 p.m. The work may involve desk and computer work, interaction with patients and healthcare staff, travel between assigned facilities or community locations, and exposure to infectious or contagious diseases or materials.

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 and ability to adapt to supporting software applications.
Professional attitude and appearance.
Solid written and verbal communication skills, including good verbal communication and a pleasant telephone manner.
Ability to be resourceful and proactive when issues arise.
Strong organizational skills and ability to multitask, manage time, and prioritize tasks.
Customer-service attitude.

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, greet patients and guests professionally, maintain the reception and waiting areas, and distribute incoming mail.
Obtain signatures needed to process admissions data and maintain patient confidentiality.
Maintain records of hospitalizations and patient travel to coordinate scheduling and ancillary testing.
Prepare and organize medical records for travel, transplant, disability, and other purposes; coordinate transient patient paperwork and patient travel records.
Coordinate transfer placements and confirmations with the Clinical Manager.
Collect, fax, and scan completed admissions paperwork for designated departments, including billing.
Assist with medical appointment referrals and scheduling, and coordinate transportation referrals.
Ensure required data entry is completed for Crown Web, including information related to ESRD 2728, ESRD 2746, and PART; scan insurance cards monthly.
Set up and maintain filing systems and basic databases, and complete forms and reports for company offices, vendors, and agencies.
Prepare purchase orders using appropriate software and assist with accounts receivable and accounts payable functions as needed.
Maintain office-supply inventory and assist with audits of medical records for compliance with record standards.
Assist with 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 and assist with month-end reporting.
Participate in center or team huddles and staff meetings, and attend training and education sessions and apply key learnings.