Office Assistant PEDS Admin FT Days

Trane Technologies•Detroit, MI

About The Position

Under general supervision and according to established policies and procedures, the Office Assistant performs and coordinates secretarial and clerical services for a pediatric administrative setting. Duties include preparing correspondence, maintaining patient activity records, obtaining and dispensing insurance information, arranging meetings, and receiving and directing visitors. The role typically works in an off-site clinical setting without front-line supervision. The Office Assistant screens visitors and calls, responds to general inquiries, assists with reports and administrative correspondence, prepares meeting materials and minutes, and reviews patient charts for missing or incomplete information. The position may guide and train clerical staff, maintain office supply inventories, assist in responding to sensitive situations by notifying appropriate personnel, develop and implement office procedures, and help patients use the electronic access portal. The role promotes guest relations and maintains privacy, confidentiality, dignity, a professional appearance, and a clean and safe environment.

Requirements

High school diploma.
One to two years of progressively responsible administrative or clerical work experience.

Nice To Haves

Six to twelve months of additional technical training in medical office or secretarial procedures, typing, or related areas.
One to two years of college-level coursework leading to an associate’s degree in business, secretarial science, or a related field.
Knowledge of medical terminology is highly desirable.

Responsibilities

Receive and screen visitors and telephone calls, respond to general inquiries about departmental operations, and direct visitors.
Prepare reports, rosters, correspondence, and other documents by gathering and tabulating information and statistical data from department records.
Prepare meeting agendas, gather preliminary information, record meeting minutes, and distribute reports.
Review patient charts for missing or incomplete data and prepare reports related to treatment-plan scheduling, patient evaluations, discharge summaries, and compliance with applicable requirements.
Guide, assign, review, and evaluate clerical staff work where relevant; assist with training personnel on procedures and report formats.
Track and order perishable, durable, and clerical supplies, and keep the office stocked.
Assist with sensitive or critical situations by notifying the manager, coordinator, social worker, psychologist, or psychiatrist.
Develop, recommend, and implement office procedures for record-keeping, insurance, and data collection.
Enroll patients in the patient electronic access portal and help them access electronic medical records before discharge, when needed.
Promote guest relations by anticipating and responding courteously to others’ needs, respecting privacy and confidentiality, and maintaining a professional appearance and a clean, safe environment.
Perform secretarial and clerical services, including preparing correspondence, maintaining patient activity records, obtaining and dispensing insurance information, and arranging meetings.