What are the responsibilities and job description for the Administrative Assistant (002) position at Hope Network Neuro Rehabilitation?
The Administrative Assistant is a key associate at Hope Network whose primary responsibilities include: Supporting the complex needs of assigned programs and/or members of the HNNR Leadership Team. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: This is not intended to be an exhaustive listing of job functions. This job description in no way states or implies that these are the only duties to be performed by this employee. The employee is required to follow any other instructions and to perform any other duties as assigned by management.
1. Regular and predictable attendance is an essential requirement of this position. 2. Completes a wide variety of administrative tasks for Hope Network programs, leadership and assigned staff members including but not limited to: the management of an extremely complex and active patient calendars; management of complex staff calendars; completing expense reporting requirements; composing and preparing correspondence that is confidential; managing complex systems that support the day to day operations of the program; management of patient records within the electronic medical record; supply management; event coordination; etc.
3. Obtains and verifies consumer insurance, contact details, authorizations and copay information prior to intake and at defined intervals. 4. Provides assistance in returning phone calls to patients, families or other healthcare professionals.
5. Provide reception support including: greeting all patients and visitors in a prompt and professional manner. Answering the phone politely using proper telephone etiquette. Responds to inquiries from patients, visitors, staff members and other stakeholders in a timely manner.
6. Assists in scheduling appointments for patients to be evaluated or seen by the appropriate clinician. Assist with the overall coordination of clinician schedules. Provide reminder calls to patients prior to their appointment.
Facilitate patient flow by notifying clinicians and/or the psychiatry clinic of patient arrival or delays and communicating schedule changes with patients and clinical staff. 7. Record maintenance and disclosure: utilize internal and external EMR systems to initiate, maintain and discharge patient records following all HIPAA and confidentially guidelines. Manage the release of patient information in accordance with Hope Network policy and procedures in conjunction with Hope Network Medical Records Technician.
Document patient record disclosures in the electronic medical records system. 8. Researches, prioritizes, organizes, and follows up on incoming issues and concerns, including those of sensitive or confidential nature; works with leaders as needed to determine the proper course of action, referral or response. 9.
Provides a bridge for smooth communication between internal departments within Hope Network; modeling leadership to maintain credibility, trust and respect across the network. 10. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the assigned program/leader(s), some of which may have organizational impact. 11.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion and often under deadline pressures. 12. Assist as directed or plan events, meetings or other activities for leadership. 13.
Responsible for keeping the front office, reception area and conference rooms clean and organized; submitting maintenance requests as needed. Maintain office supply and toner stock levels. 14. Serve as an IT liaison troubleshooting telephone, computer, printer, and copier and AV equipment issues.
15. Participate in the quarterly Case Record Review process and manage HNNR inventory of assets through Asset Panda. 16. Other duties as assigned.
Educational / Talent Requirements: 1. Bachelor degree required or a combination of education and demonstrated experience. 2. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly while maintaining attention to detail.
3. Strong interpersonal skills and the ability to build relationships with key stakeholders, external partners and other staff within the network. 4. Expert written and verbal communication skills.
5. Ability to work independently on projects, from conception to completion. 6. Ability to work under pressure and meet deadlines; emotional maturity.
7. Ability to multi-task while working on a wide variety of activities. 8. Maintains confidentiality and uses discretion in daily interactions.
9. Forward thinker, who actively seeks opportunities to propose solutions. Work Experience Requirements: 1. Demonstrated experience in managing systems and processes for a complex organization or program.
2. Demonstrated experience supporting leadership level staff, preferably in a not-for-profit organization. 3. Experience and interest in internal and external communications and partnership development.
4. Proficient in Microsoft Office (Outlook, Word, Excel, Access, and Power Point), Adobe Acrobat and other media web platforms.
1. Regular and predictable attendance is an essential requirement of this position. 2. Completes a wide variety of administrative tasks for Hope Network programs, leadership and assigned staff members including but not limited to: the management of an extremely complex and active patient calendars; management of complex staff calendars; completing expense reporting requirements; composing and preparing correspondence that is confidential; managing complex systems that support the day to day operations of the program; management of patient records within the electronic medical record; supply management; event coordination; etc.
3. Obtains and verifies consumer insurance, contact details, authorizations and copay information prior to intake and at defined intervals. 4. Provides assistance in returning phone calls to patients, families or other healthcare professionals.
5. Provide reception support including: greeting all patients and visitors in a prompt and professional manner. Answering the phone politely using proper telephone etiquette. Responds to inquiries from patients, visitors, staff members and other stakeholders in a timely manner.
6. Assists in scheduling appointments for patients to be evaluated or seen by the appropriate clinician. Assist with the overall coordination of clinician schedules. Provide reminder calls to patients prior to their appointment.
Facilitate patient flow by notifying clinicians and/or the psychiatry clinic of patient arrival or delays and communicating schedule changes with patients and clinical staff. 7. Record maintenance and disclosure: utilize internal and external EMR systems to initiate, maintain and discharge patient records following all HIPAA and confidentially guidelines. Manage the release of patient information in accordance with Hope Network policy and procedures in conjunction with Hope Network Medical Records Technician.
Document patient record disclosures in the electronic medical records system. 8. Researches, prioritizes, organizes, and follows up on incoming issues and concerns, including those of sensitive or confidential nature; works with leaders as needed to determine the proper course of action, referral or response. 9.
Provides a bridge for smooth communication between internal departments within Hope Network; modeling leadership to maintain credibility, trust and respect across the network. 10. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the assigned program/leader(s), some of which may have organizational impact. 11.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion and often under deadline pressures. 12. Assist as directed or plan events, meetings or other activities for leadership. 13.
Responsible for keeping the front office, reception area and conference rooms clean and organized; submitting maintenance requests as needed. Maintain office supply and toner stock levels. 14. Serve as an IT liaison troubleshooting telephone, computer, printer, and copier and AV equipment issues.
15. Participate in the quarterly Case Record Review process and manage HNNR inventory of assets through Asset Panda. 16. Other duties as assigned.
Educational / Talent Requirements: 1. Bachelor degree required or a combination of education and demonstrated experience. 2. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly while maintaining attention to detail.
3. Strong interpersonal skills and the ability to build relationships with key stakeholders, external partners and other staff within the network. 4. Expert written and verbal communication skills.
5. Ability to work independently on projects, from conception to completion. 6. Ability to work under pressure and meet deadlines; emotional maturity.
7. Ability to multi-task while working on a wide variety of activities. 8. Maintains confidentiality and uses discretion in daily interactions.
9. Forward thinker, who actively seeks opportunities to propose solutions. Work Experience Requirements: 1. Demonstrated experience in managing systems and processes for a complex organization or program.
2. Demonstrated experience supporting leadership level staff, preferably in a not-for-profit organization. 3. Experience and interest in internal and external communications and partnership development.
4. Proficient in Microsoft Office (Outlook, Word, Excel, Access, and Power Point), Adobe Acrobat and other media web platforms.
