Administrative Assistant

What’s Upstate; New York (NY); On-site; USD 29,000 - 44,000; Full time

Job summary

Bassett Healthcare Network is seeking an Administrative Assistant to support the Department Manager and Administration staff with confidential, professional service. You will manage calendars, schedule appointments, handle communications, and prepare memos and reports while ensuring privacy and accuracy.

Candidates should have at least 2 years of departmental admin experience, high school diploma, and strong computer skills.

Qualifications

• High School Diploma or GED preferred.
• Administrative Assistant Training or AAS preferred.
• Minimum 2 years of departmental administrative assistant experience preferred.

Responsibilities

• Provides high quality and confidential administrative support to assigned providers.
• Screens and triages telephone calls in a professional and helpful manner.
• Types memoranda, reports and correspondence accurately.
• Utilizes IDX and Outlook to manage provider schedules and appointments.
• Maintains calendars and coordinates paperwork for meetings and travel.
• Schedules outpatient appointments per departmental protocols.
• Cross-trains in scheduling and reception functions.
• Coordinates pre/post procedure appointments and diagnostic testing schedules.

Skills

Accuracy

Attention to Detail

Communication

Computer Skills

Conflict Resolution

Creative Thinking

Critical Thinking

Interacting with People

Maintain Confidentiality

Maintain Files

Office Administration

Reliability

Time Management

Education

High School Diploma or GED

Administrative Assistant Training or AAS

Tools

IDX

Microsoft Outlook

Job description

The best thing about this role

Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.

What you'll do

The Administrative Assistant performs a variety of confidential functions to support the Department Manager and Administration Staff. The Administrative Assistant is responsible for performing various administrative, secretarial and clerical duties. The Administrative Assistant understands and follows the organization’s policies, procedures and standards. The Administrative Assistant participates in the department’s performance improvement plan and attends select committee meetings for proper recording/follow up of activities.

• Provides high quality and confidential administrative support to assigned providers.
• Based upon observations and feedback from provider, answers, screens and triages telephone calls in a positive, professional and helpful manner, always utilizing the Bassett three-part greeting.
• Takes detailed and accurate messages consistently in the established format and assures that any required follow-through occurs within an acceptable time-frame as observed by manager and providers.
• Accurately types all memoranda, reports and correspondence as requested, maintaining knowledge in all necessary computer programs to best support clinical operations as observed by manager.
• Accurately utilize IDX and Microsoft Outlook computer programs as trained to manage provider schedules and schedule patients as needed as observed by manager.
• Maintains accurate calendars for providers and, in accordance with department policies, coordinates all related paperwork for meetings, time off and travel for providers; completeness, timeliness and accuracy shall be based upon feedback from providers and observation by manager.
• Incoming correspondence is processed in a timely and confidential manner as observed by manager and utilizing peer feedback.
• Utilize good time management skills by prioritizing work/projects, communicating status of on-going tasks/projects to providers and manager and by completing work in a timely manner as observed by manager and providers.
• Processes all clinical paperwork (dictation, labs, pathologies, prescriptions) accurately with no more than 3 exceptions per year, as measured by feedback from providers.
• Provides other administrative support as needed or requested to ensure quality support and continuous improvement of clinical operations.
• Schedules outpatient appointments via telephone request directly from patients and referring providers, or off of reminder lists and bump lists (including patients with special indicators such as resistant organism, and including confirmation of patient’s demographic information) according to departmental protocols and in compliance with the quality assurance reviews.
• Cross-trains in all appropriate scheduling and reception functions and locations as determined through departmental training schedules and implemented by Supervisor.
• Initiates and coordinates with all appropriate entities (departments, physicians, etc.) the scheduling of various procedures along with any required pre-procedure appointments or post-procedure follow-up.
• Communicates with various departments and coordinates appointments for diagnostic testing such as (but not limited to) MRI, CT scans, bone scans and laboratory testing.
• Collects and records all pertinent information for obtaining authorization for diagnostic testing, including ICD-9 codes, progress notes, and historical information as required based upon site of service or urgent circumstances.
• Actively promotes the delivery of quality health care through continual learning, proactive communications and encouraging teamwork.
• Pro-actively resolves problems and makes decisions within scope of authority as observed by manager and providers.
• Supports and cross-coverage for other staff willingly as requested or as needed, ensuring adequate coverage during staff vacations and time-off.
• Presents a positive image of Bassett Medical Center through professional appearance and behavior as observed by manager and providers.
• Always ensures the confidentiality of protected health information, understanding patient privacy rights and Patient Bill of Rights.
• Always discusses patient care issues privately and quietly at work only and reads medical documentation on a need-to-know only basis in order to accomplish a specific task.
• Receives requests from various internal and external sources and schedules appointments in accordance with departmental guidelines.
• Serves as a liaison between the Department and the health insurance plans during the review process, facilitating communication and adhering to Department policy and procedure for timeliness of review, decision and determinations as observed by a supervisor.
• Acts as a receiving point for patient concerns and complaints, accurately identifies unresolved issues that have the potential to adversely affect patient care, and refers issues and conflicts on to a supervisor/manager or provider as measured by direct supervisory observation and co-worker feedback. Responds to the patient/families or refers to a supervisor/manager or provider as appropriate depending upon circumstances.
• Communicates care plans and scheduled appointments to patients/families. Responds to patients/families within 24-72 hours or as appropriate based upon the circumstances.
• Assumes responsibility for continuing education by maintaining competency in programs required for daily responsibilities, including clinical information systems, office automation systems and insurance issues.
• Attends required in-services as requested by supervisor.
• Identifies need for computer training or refresher courses and attends as necessary.
• Attends 85-90% of all staff meetings, reviewing minutes of any meetings missed with no more than 1 exception per year as measured by supervisory audit.
• Maintains job specific knowledge and proficiency (may include FSC, scheduling, charge coding

What we need from you

Education

• High School Diploma or GED, preferred
• Administrative Assistant Training or AAS degree, preferred

Experience

• Minimum 2 years of departmental administrative assistant experience, preferred

Skills

• Accuracy
• Attention to Detail
• Communication
• Computer Skills
• Conflict Resolution
• Creative Thinking
• Critical Thinking
• Interacting with People
• Maintain Confidentiality
• Maintain Files
• Office Administration
• Reliability
• Time Management

Physical Requirements

• Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met.
• Occasional lifting, pulling, reaching, pushing, standing, stooping, visual acuity (color, depth, perception), walking, fit testing.
• Frequent talking
• Constant typing/ clerical/ dexterity, hearing, repetitive motion, seeing/monitor/computer use

Hazards

• Occasional bodily fluids/bloodborne exposure

Working Conditions

• Occasional noise, dust

Total Rewards

Bassett Healthcare Network’s commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match
• And more!

Specific benefit offerings may vary by location and/or position.

Pay Range

Salary is based on a variety of factors, including, but not limited to, qualifications, experience, education, licenses, specialty, training, and fair market evaluation based on industry standards. The above compensation range represents a good faith belief of the compensation range by Bassett Healthcare Network, and its entities and affiliates, at the time of this posting or advertisement.

Pay Range Minimum

USD $21.11/Hr.

Pay Range Maximum

USD $31.67/Hr.

We love the difference people bring

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.