Clinic Administrative Assistant

Fresenius Medical Care•Keene, NH

About The Position

The Clinic Administrative Assistant performs general office, clerical, and secretarial duties in a clinical environment. As a receptionist and administrative support member of a cross-functional team at Fresenius Kidney Care, the role helps maintain clinic operations and provide customer care to patients and their families. Duties vary according to facility location and business needs and are performed under general supervision, following established company policies and procedures. The position supports patient engagement and front-desk operations, scheduling and registration, records and administrative processes, and clinic coordination. Work includes desk and personal computer tasks, with possible interaction with patients, facility staff, and physicians. Travel between assigned facilities and other community locations may be required. The work environment may resemble a healthcare facility, with controlled air temperature and moderate noise; exposure to infectious or contagious diseases or materials may occur. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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.
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.
Ability to multitask, manage time, and prioritize tasks.
Customer-service attitude.

Nice To Haves

1–2 years of related experience preferred.
Working knowledge of computers and experience with Microsoft Word, Excel, and PowerPoint preferred.

Responsibilities

Answer telephone calls and route them to the appropriate person; greet patients and guests professionally, maintain a professional environment, and monitor reception and waiting areas.
Distribute incoming mail and obtain signatures needed to process admissions data in accordance with company policies and procedures.
Maintain patient confidentiality.
Maintain accurate records of hospitalizations, patient travel, and related information to coordinate scheduling and ancillary testing.
Prepare medical records for faxing or mailing for travel, transplant, disability, and other purposes; organize patient travel by contacting relevant parties and providing requested records.
Coordinate transient patient paperwork and transfer placements and confirmations with the Clinical Manager.
Confirm admissions paperwork is complete and send it to designated departments, such as billing, by collecting, faxing, and scanning documents.
Assist with medical appointment referrals and scheduling, and coordinate transportation and referrals.
Ensure 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, as applicable.
Complete forms and reports for company offices, outside vendors, and agencies.
Prepare purchase orders using the appropriate software application.
Assist with accounts receivable and accounts payable functions as needed.
Maintain inventory of office supplies.
Assist with audits of medical 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.