Medical Administrative Assistant - Medical Operations Support

Mayo Clinic • Jacksonville, FL

74d

About The Position

The Medical Administrative Assistant is a multifaceted professional role responsible for the coordination and management of complex clinical, technical and administrative functions. Work is performed under general supervision and is completed independently, providing current status or outcome to the appropriate personnel. A primary component of this position will be the exercise of independent judgment and discretion. Must have the ability to coordinate multiple projects at a high level of performance, accuracy and speed, and the ability to adapt to rapidly changing priorities. Looks for innovative ways to improve work procedures and methods that result in time and cost savings. Work requires collaboration with both internal and external contacts in order to complete job duties, resolve problems, and improve efficiency. Supports the daily operations and activity flow of the patient care area by performing administrative functions and acting as a central source of information for staff, physicians, patients, and families. Consistently demonstrates strong organizational, communication and time management skills that help to facilitate a smooth functioning of the unit. Supports multiple health care providers and team members within the medical practice. Clinical duties include obtaining and importing patient related material, slides, images and information into the patient's electronic health record. Manages and coordinates numerous provider calendars to ensure optimal performance and appropriate patient access objectives are consistent with institutional strategies. Triages a high volume of patient calls, electronic messages, faxes and received mail, with related follow through. Acts as a referring physician liaison with the coordination of complex appointments, ancillary testing, and procedures. Partners with Office of Access Management colleagues for the coordination of patient appointments when scheduling conflicts arise. Coordinates departmental/administrative meetings, event planning, national and international travel and processes expenses for providers and guests. Creates and/or manages departmental web pages. Generates databases/spreadsheets, agendas, minutes, reports, and presentations. Compose letters and statements independently requiring interpretation and application of departmental policies. Responsible for the timely processing of professional licensing, dues, annual fees and expenses. Coordinates and assists with physician recruitment, visiting professorships, and rotations from different Mayo locations. Purchases and manages inventory of office supplies and equipment. Supports administrative and project needs of department/division Operations Administrator and Operations Manager. Maintains routine records, and files in an efficient manner.

Requirements

• High school diploma or G.E.D. with a minimum of two years' experience in an administrative support role.
• One-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role.
• Associate's degree in an administrative, business, or medical-related program.
• Experience in meeting management and calendar coordination.
• Experience in creating/transcribing correspondence/documents.
• Utilization of business-related software to produce databases, spreadsheets, presentations, etc.
• Completion of a Medical Terminology course within six months of employment for individuals without relevant medical education or experience.
• High-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication.
• Ability to prioritize and adapt to rapidly changing environments.
• Effective decision-making, judgment, and confidentiality.
• Attention to detail and follow-through.
• Experience with coordination of travel and expense management.
• Proficient application of English grammar, punctuation, and sentence structure.
• Proficient use of computer hardware and software, telecommunication, and office equipment.

Nice To Haves

• Work-related experience within the last ten years.

Responsibilities

• Coordinate and manage complex clinical, technical and administrative functions.
• Exercise independent judgment and discretion in daily tasks.
• Coordinate multiple projects with high performance, accuracy, and speed.
• Collaborate with internal and external contacts to complete job duties.
• Support daily operations and activity flow in the patient care area.
• Obtain and import patient-related material into electronic health records.
• Manage and coordinate provider calendars for optimal performance.
• Triages patient calls, electronic messages, faxes, and received mail.
• Act as a liaison for referring physicians for complex appointments.
• Coordinate departmental meetings, event planning, and travel.
• Create and manage departmental web pages.
• Generate databases, spreadsheets, agendas, minutes, reports, and presentations.
• Compose letters and statements requiring interpretation of policies.
• Process professional licensing, dues, annual fees, and expenses.
• Assist with physician recruitment and visiting professorships.
• Purchase and manage inventory of office supplies and equipment.
• Support administrative and project needs of Operations Administrator and Manager.
• Maintain routine records and files efficiently.

What This Job Offers

• Industry: Hospitals
• Education Level: High school or GED