Office Administrator - Diagnostic Center

Children’s Hospital of Philadelphia • Philadelphia, PA

1d • Onsite

About The Position

This role is a recognized specialist that provides advanced administrative support for the Diagnostic and Complex Care Center (DCCC). The DCCC offers consultative services to patients with unknown and/or complex medical conditions to diagnose, provide referrals to specialists, and order diagnostic testing. Additionally, the center follows complex patients to assist in care coordination within and without the CHOP system. The team includes provider, nursing, and administrative staff. Essential to the function of the division, the DCCC requires significant administrative support to aid the provider in performing care to patients by collecting and organizing medical records in a timely manner, managing complex scheduling needs, and communication within and without the CHOP enterprise.

Requirements

• High School Diploma / GED
• At least five (5) years of administrative experience in office or clinical setting
• Advanced knowledge of administrative and office management processes, procedures, principles and best practices
• Basic knowledge of medical terminology and protocols
• Basic knowledge of HIPAA regulations
• Intermediate proficiency with electronic medical record software (EPIC)
• Intermediate proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint)
• Excellent verbal and written communications skills
• Excellent customer service skills
• Excellent interpersonal skills
• Excellent organizational skills
• Excellent time management skills
• Strong conflict resolution skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels

Responsibilities

• Oversees departmental scheduling.
• Coordinates the collection and organization of patient medical records for provider review.
• Communicate with patients, scheduling appointments and assisting in navigating the CHOP portal.
• Coordinates with other departments, national patient referrals and global patient referrals.
• Coordinates communication between providers and outside providers.
• Leads the work of others but does not have direct management responsibilities.
• Demonstrates effective workload balance and ability to prioritize imperative work while meeting deadlines across remaining responsibilities.
• Perform advanced administrative tasks including triage calls, coordination and scheduling.
• Respond to complex inquiries and assist stakeholders.
• Maintain systems, procedures, and methods for record keeping and reporting.
• Assist in the preparation and coordination of for meetings, interviews, committees, conferences and calendars including schedules, agendas and minutes.
• Prepare presentations, letters, reports, memoranda, and related materials.
• Coordinate travel and expense approval.
• Assist with preparation of financial and quality reports.
• Manage office supplies and order for the department.
• Manage the centralized email account for the department.
• Maintain the departmental calendar, directory, timekeeping, and schedules.
• Update and provide new employee orientation for all new hires.
• Collaborate internally all new employee needs including network setup, program access, phones, keys, and physical space.

What This Job Offers

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