Medical Administrative Assistant - Medical Operations Support

Mayo Clinic•Jacksonville, FL

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.
OR One-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role.
OR Associate’s degree in an administrative, business, or medical-related program.
Administrative support role experience must include meeting management and calendar coordination.
Administrative support role experience must include creating/transcribing correspondence/documents.
Administrative support role experience must include utilization of business-related software to produce databases, spreadsheets, presentations, etc.
Individuals without relevant medical education or medical experience will be required to successfully complete a Medical Terminology course within six months of employment.
Anatomy/Physiology may also be required depending on role and background.
High-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication.
Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment.
Effective and appropriate 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 other office equipment.
Ability to navigate multiple systems simultaneously.
Work-related experience within the last ten years is preferred.

Nice To Haves

None required.

Responsibilities

Coordinate and manage complex clinical, technical, and administrative functions.
Exercise independent judgment and discretion.
Coordinate multiple projects with high performance, accuracy, and speed.
Adapt to rapidly changing priorities.
Identify innovative ways to improve work procedures and methods for time and cost savings.
Collaborate with internal and external contacts to complete job duties, resolve problems, and improve efficiency.
Support daily operations and activity flow of patient care areas.
Act as a central source of information for staff, physicians, patients, and families.
Demonstrate strong organizational, communication, and time management skills.
Support multiple health care providers and team members.
Obtain and import patient-related material, slides, images, and information into the patient’s electronic health record.
Manage and coordinate provider calendars.
Triage patient calls, electronic messages, faxes, and mail.
Act as a referring physician liaison for complex appointments, ancillary testing, and procedures.
Coordinate patient appointments with the Office of Access Management.
Coordinate departmental/administrative meetings, event planning, and travel.
Process expenses for providers and guests.
Create and/or manage departmental web pages.
Generate databases, spreadsheets, agendas, minutes, reports, and presentations.
Compose letters and statements independently.
Process professional licensing, dues, annual fees, and expenses.
Coordinate and assist with physician recruitment, visiting professorships, and rotations.
Purchase and manage inventory of office supplies and equipment.
Support administrative and project needs of department/division Operations Administrator and Operations Manager.
Maintain routine records and files efficiently.