Inpatient Administrative Assistant

Fresenius Medical Care • Louisville, KY

7d

About The Position

Serves as the care team’s focal point for scheduling and dispatching acute dialysis services in coordination with hospitals and acute care facilities. Works with physicians, hospital partners, and patient-care staff to arrange emergent and non-emergent treatments in a 24/7 environment, emphasizing patient care and customer service. Supports FMCNA’s mission, vision, core values, and customer service philosophy and complies with its Compliance Program and applicable regulatory and business policies.

The role coordinates direct patient-care staff schedules across contracted hospitals and facilities, dispatches appropriate personnel, manages scheduling communications and records, and monitors hospital equipment availability. It also coordinates equipment repairs and related infection-control, water-testing, and inventory activities; assists with staff orientation and scheduling-process training; produces reports; supports contract cost-containment practices and billing reconciliation; and performs other duties and projects as assigned.

Requirements

• High school diploma or an equivalent combination of education and experience.
• 1–2 years of customer service or dispatch experience.
• Excellent verbal and written communication skills.
• Ability to make sound decisions in a timely manner.
• Proficiency in MS Office Suite and communications platforms such as Skype and Microsoft Teams.
• Ability to exercise discretion and maintain confidentiality in sensitive areas.
• Ability to work in a fast-paced environment and remain professional during high-stress periods.
• Ability to be on call and work in a 24/7 environment.

Nice To Haves

• Prior scheduling experience in a fast-paced environment.
• Familiarity with Grasshopper, ACES, or similar systems and ability to learn systems quickly.
• Prior medical terminology experience.

Responsibilities

• Coordinate scheduling of direct patient-care staff for acute dialysis treatments across modalities at contracted hospitals and facilities, under the direction of the supervisor.
• Ensure staff utilization and schedules meet physician and hospital needs while supporting effective labor utilization.
• Receive and prioritize incoming calls using approved communication tools.
• Dispatch appropriate personnel, such as RNs, CCHTs, and biomedical staff, and communicate updates and information to customers.
• Schedule staff according to their trained modalities and update the master tracker.
• Follow regional practices for communicating and confirming assignments.
• Monitor hospital equipment and availability, update the master tracker, and coordinate with the Biomed team regarding repairs and equipment availability.
• Coordinate with the technical team on timely repairs of disabled machines, infection-control measures, routine water culturing and testing, logging results, and transportation of equipment and supplies.
• Help maintain accurate equipment inventory lists and logs for Joint Commission readiness.
• Assist with new-hire orientation on hospital-contract operating hours and scheduling processes, and reinforce local off-hours and weekend call-out procedures.
• Escalate scheduling matters related to hospital-contract compliance to the direct supervisor.
• Produce requested scheduling reports and maintain records according to FMCNA record-keeping policies.
• Use cost-containment strategies to meet hospital contracts and regional metrics.
• Maintain thorough geographic knowledge of FKC Acute Program service areas.
• Dispatch responses to help ensure direct patient-care staff arrive within contracted response times.
• Assist with billing reconciliation as needed.
• Perform other duties and projects as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED