Administrative Assistant (Medical Group)

Job Purpose

Provide high-level administrative support , have an overall understanding of operations, pivot between various tasks, and identify and implement the necessary steps required to transform ideas into practice. Will conduct research, prepare statistical reports, receive information requests, and perform clerical functions such as preparing correspondence, receiving visitors/patients, arranging conference calls, and scheduling meetings.

Positively influences the company's culture by modeling leadership traits that promote respect for people, embraces continuous improvement and helps promote achievement in daily operation of the business.

Primary Job Responsibilities

· Serves as the Administrative Assistant for a busy Trauma and Acute Care Surgery Physician Practice.

· Perform medical front office duties. Answer telephone, routine medical and administrative inquiries, and direct callers to appropriate personnel or department. Ensure all voicemails are addressed.

· Maintain office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders, and verifying supplies’ receipts to ensure supplies are available and organized.

· Maintain office equipment by troubleshooting malfunctions, calling for and expediting repairs to ensure equipment is operational.

· Respond to correspondences from internal and external inquiries.

· Acquire and maintain a working knowledge of the practice management software.

· Manage and create user service accounts in billing tablespace.

· Assist with the development of organizational policies or programs.

· Liaise with leadership team members, administrative personnel, and providers.

· Serves as liaison between hospital departments and practice.

· Respond to requests for information from the Revenue Cycle Management team. Provide additional information requested (e.g. medical records, billing records) as necessary in a timely manner.

· Assist with managing medical student rotations under the advisement of the Trauma Medical Director, Chief Medical Officer, and Medical Education Coordinator. Keep abreast of new and changing rotation updates.

· Support the Lead Nurse Practitioner with coordinating administrative tasks/duties.

· Validate patient insurance eligibility and work with insurance companies to acquire patient care authorization. Address and solve discrepancies and non-routine issues arising from insurance coverage eligibility.

· Communicate with hospital social workers and patients’ family members to complete required forms such as disability, FMLA and CA EDD unemployment applications.

· Maintain patient clinic files and assists in establishing office systems.

· Handle confidential patient files with the highest degree of privacy, discretion, and professionalism.

· Other duties that may arise occasionally and are assigned to the employee.

Work Content

Lifts Weight or Exerts Force Work Environment

Employee may occasionally lift up to 20 pounds

Qualification

Education and Experience

Bachelor’s degree or equivalent combination of education and experience Minimum of two years of administrative experience in a medical office setting Experience with Microsoft Office

Customer Service Experience

Skills

Basic Skills

· Speaking

Talking to others to convey information effectively.

· Writing

Communicating effectively in writing as appropriate for the needs of the audience.

· Critical Thinking

Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Social Skills

· Inclusion

Encourage an inclusive work environment.

Resource Management Skills

· Time Management

Effective time management involves not only managing one's own schedule but also being able to manage the schedules of others.

· Management of Material Resources

Ensuring the acquisition of proper utilization of equipment, facilities, and materials necessary for executing specific tasks.

Computer Skills

Spreadsheets

· Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs.

Knowledge

Required

· Clerical

· Bilingual English/Spanish (preferred)

· Computers and Electronics

· Administration and Management

Physical Requirements

Must possess the ability to perform tasks normally associated with as an Administrative Assistant, such as manual dexterity to operate office equipment, including computers and copiers; stooping, bending to handle files and supplies; mobility to complete errands or deliveries, or sitting for extended periods of time.