Inpatient Administrative Assistant

Fresenius Medical Care•Louisville, KY

About The Position

The Inpatient Administrative Assistant serves as a central member of the care team, coordinating scheduling and dispatch for emergent and non-emergent dialysis care in partnership with hospitals and acute care facilities. The role works with physicians, hospital partners, and patient-care staff to schedule treatments in a 24/7 environment, with an emphasis on patient service. The employee supports FMCNA’s mission, vision, core values, and customer-service philosophy and follows its Compliance Program and applicable regulatory and business policies. Under the direction of a supervisor, the position coordinates scheduling and dispatch of acute dialysis care staff across contracted facilities, supports equipment availability and coordination of repairs, assists with staff orientation and scheduling training, maintains scheduling and equipment records, and produces reports. It also supports billing reconciliation and cost-containment efforts. The role has no supervisory responsibilities. Work includes desk and computer work and frequent, prolonged computer and phone use, as well as interaction with patients, facility staff, and physicians. The environment is characteristic of a healthcare facility, with controlled air temperature and moderate noise; exposure to infectious and contagious diseases or materials is possible. The position may require on-call availability, work in a 24/7 environment, and travel between assigned and community locations or to meetings.

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 communication platforms such as Skype and Microsoft Teams.
Ability to use 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.
Ability to travel between assigned locations and community locations as needed, and to meetings when required.

Nice To Haves

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

Responsibilities

Coordinate scheduling of direct patient-care staff for acute dialysis treatments, regardless of modality, at contracted hospitals and facilities under the direction of a supervisor.
Ensure staff utilization and schedules meet physician and hospital partner needs while supporting efficient labor utilization.
Receive and prioritize incoming calls using company-approved communication tools.
Dispatch appropriate personnel, including RNs, CCHTs, and biomedical staff, to assigned facilities 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 availability, update the master tracker, and work with the Biomed team on machine repairs and equipment availability.
Coordinate with technical teams 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 inventories and logs for Joint Commission readiness.
Assist with new-hire orientation regarding hospital contract operating hours and train staff on scheduling processes.
Reinforce local call-out procedures for off-hours and weekend schedules.
Escalate scheduling matters related to hospital contract compliance to the direct supervisor.
Produce scheduling reports as requested and maintain records in accordance with FMCNA record-keeping policies.
Apply cost-containment strategies to meet hospital contract requirements and regional metrics.
Maintain thorough geographic knowledge of FKC Acute Program service areas.
Dispatch responses to ensure direct patient-care staff arrive within contracted response times and program terms.
Assist with billing reconciliation as needed.
Perform other duties and projects as assigned.