Provider Administrative Assistant I

1.0 FTE (40 hrs/wk); Monday – Friday, 8:00am to 4:30pm based out of St. Paul, MN.

This position provides administrative and clerical support to physicians (including Associate Medical Directors (AMDs)) at Gillette Children's Specialty Healthcare.  This position may also support Advanced Practice Providers (APPs), genetic counselors, or contract physicians as directed by the AMD. This position is expected to maintain and promote excellent customer service while aiding in scheduling, handling calls, preparing and maintaining documents for providers, and providing overall coordination for the provider’s schedule and professional duties.

Compensation and Benefits Information:

The hourly wage for this opportunity is $22.07/hour to $33.11/hour, with a median wage of $27.59/hour. Pay is dependent on several factors including relevant work experience, education, certification & licensure, and internal equity. Hourly pay just one part of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits.  

Core Responsibilities and Duties:

1. Provides administrative support and office coordination to assigned provider(s) to maintain smooth operations and maximize departmental efficiency and effectiveness.
2. Coordinates all provider’s time and responsibilities to ensure their time is used most efficiently while maintaining top priorities.
3. Facilitates a variety of communications, including phone calls and correspondence to patients, families, and other providers to assure that internal and external information is appropriately and promptly handled.
4. Coordinates and executes various projects as requested independently.

5. Fulfills specialty-specific duties (in addition to duties listed above):

   1. Approves and schedules overbook appointments, after coordinating with provider and patient family.

   2. Coordinates IOM coverage.

   3. Supports outpatient clinic nurses by managing administrative work (forms, faxes, etc.).

   4. Reviews orders and appointments to determine appropriate preparation and ensure fit with scope of practice (e.g. block evaluation time for provider).

   5. Coordinates EEG review sessions and Neuro-Radiology conferences.

Qualifications:

Required:

• Previous office experience or graduation from a secretarial/administrative course
• Computer skills:
  • Basic skills in Word
  • Internet & Intranet experience and E-mail experience, preferably using Microsoft Outlook
  • Typing speed of 45 WPM
• Excellent punctuation, grammar and proofreading skills
• Solid communication skills; speaks, listens, and writes in a clear, thorough and timely manner while using effective communication tools and techniques
• Ability to work successfully with a variety of work styles
• Initiative and the ability to anticipate needs
• Ability to maintain a high level of confidentiality
• Strong attention to detail
• Strong organizational and time management skills, including the ability to independently organize workload and set priorities
• Ability to problem solve and address customer concerns independently
• Experience operating copy machines, fax machines, and multi-line telephone systems
• Knowledge of basic medical terminology

Preferred:

• Administrative or Microsoft certification
• Previous experience in same type of department
• Experience with software specific to the department, such as Cerner, eDOCS, Surgery Scheduling, HSM Production, Amion, or Relay Health.
• Experience with payer requirements and expectations regarding prior authorization, especially for positions within craniofacial department
• Familiarity with CPT/HCPCS and ICD-9/ICD-10 codes.

Gillette Children’s is committed to recruiting and retaining a diverse team, as we know that the diverse experiences of our employees make Gillette a stronger and better organization. We are committed to creating an equitable and inclusive environment where all patients, families and staff are welcomed and valued. We believe diverse perspectives and identities foster excellence, improve patient care and are essential for Gillette to fulfill its mission. Our team members collaborate to help patients of all backgrounds and abilities reach their full potential.

Gillette Children's is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individual's race, color, creed, sex, religion, national origin, age, disability, marital status, familial status, genetic information, status with regard to public assistance, sexual orientation or gender identity, military status or any other class protected by federal, state or local laws.

We partner with individuals and families to provide specialized, coordinated care for individuals who have complex, rare or traumatic conditions starting in childhood. 

To learn more about working at Gillette Children's Specialty Healthcare, please visit https://www.gillettechildrens.org/careers.

Gillette Children's participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work, Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit https://www.e-verify.gov/ for further details regarding e-verify.

Salary : $22 - $33