Administrative Assistant-Surgery Office

Position Description

This position is responsible for a variety of activities involved in the clerical support of the physician and resolution of problems related to safety, sanitation and maintenance of the environment. This includes answering/triaging incoming calls, scheduling surgeries, scheduling appointments, taking messages, sending out new patient paperwork and preparing surgery packets.

Essential Job Functions

• Courteously greets visitors to the office. Answers telephone calls in accordance with IHA telephone etiquette guidelines. Takes and relays accurate, comprehensive, dated and signed messages in a timely manner.
• Schedules patient appointments.
• Sends out new patient paperwork.
• Prepares surgery packets.
• Obtains insurance authorization for Physical Therapy Evaluation when needed.
• Requests copies of x-rays when necessary.
• Faxes/coordinates all patient referrals; other physician/testing.
• Supports other offices, attends required meetings and training, and participates in committees as requested.
• Completes special projects and performs other administrative support duties as needed.
  
  

Responsibilities For Those Performing Surgery Scheduling

• Schedules all surgical procedures, testing and pre-op appointments by calling appropriate personnel and coordinating the schedules of assisting Providers and operating rooms. Troubleshoots problems with schedules by coordinating with staff and Providers.
• Obtains insurance authorizations and oversees the management of consent forms for surgical procedures and rechecks required by insurance companies. Ensures that hospital has the appropriate forms.
• Reschedules appointments due to schedule changes and surgery changes.
• Completes Central Billing paperwork for surgical procedures including procedure and diagnosis coding.
• Knowledge and completion of capacity reporting.
• Drives to hospital to deliver appropriate surgical paperwork and gather provider mail.
  
  

Organizational Expectations

• Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of both IHA and Trinity Health.
• Must be able to work effectively as a member of the medical office clerical team.
• Successfully completes IHA’s “The Customer” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers.
• Maintains knowledge of and complies with IHA standards, policies and procedures.
• Maintains complete knowledge of office services and in the use of all relevant office equipment, computer and manual systems.
• Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.
• Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.
• Uses resources efficiently.
• If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.
  
  

Measured By

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

Essential Qualifications

EDUCATION: High School graduate or equivalent; additional education is preferred.

CREDENTIALS/LICENSURE: None

MINIMUM EXPERIENCE: Minimum one-year medical office experience as a Medical Receptionist or Medical Secretary, with a strong background in medical billing.

Position Requirements (abilities & Skills)

• Knowledge of secretarial/clerical, customer service and billing processes related to position responsibilities.
• Familiarity with physician office or department basic services and hours of operation to respond to customer requests accurately.
• Sufficient knowledge of general business mathematics.
• Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, Microsoft Word and Excel, Outlook, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.
• Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak before groups of people, either in-person or virtually.
• Ability to work collaboratively in a team-oriented environment; displays courteous and friendly demeanor.
• Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, family members, insurance carriers, and vendors.
• Ability to cross-train in other areas of practice in order to achieve smooth flow of all operations.
• Good organizational and time management skills to effectively juggle multiple priorities and time constraints.
• Ability to exercise sound judgement and problem-solving skills.
• Ability to handle patient and organizational information in a confidential manner.
• Successful completion of IHA competency-based program within introductory and training period.
• Sufficient knowledge of medical terminology to perform responsibilities.
• Ability to drive/travel to other office, hospital, practice sites and meeting and training locations.
  
  

Minimum Physical Expectations

• Physical activity that often requires keyboarding, filing and phone work.
• Physical activity that often requires extensive time working on a computer.
• Physical activity that sometimes requires walking, standing, bending, stooping, reaching, and/or twisting.
• Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.
• Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.
• Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
• Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.
  
  

Minimum Environmental Expectations

This job operates in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.