Administrative Assistant

Atlantic Health System; Newton (NJ); On-site; USD 42,000 - 52,000; Full time

Job summary

Atlantic Health System in New Jersey seeks an organized administrative assistant to provide courteous service to patients, families, and colleagues, manage calls, schedule appointments, and maintain accurate schedules in the EMR.

Responsibilities include processing pre-certifications, authorizations, referrals, and medical records requests, handling billing tasks, and supporting various departments while upholding HIPAA and hospital policies.

Qualifications

• Demonstrated ability to manage calls and scheduling
• Strong data entry and filing abilities
• Uphold HIPAA privacy and hospital policies

Responsibilities

• Organizes and schedules meetings and appointments; answers phone calls.
• Maintains accurate schedules in the EMR system.
• Processes pre-certifications, authorizations, referrals, and medical record requests.
• Collects co-pays and other financial responsibilities.
• Supports multiple departments to ensure patient flow and coverage.
• Prepares and monitors invoices and reports as needed.
• Performs other related duties as assigned.

Skills

Excellent communication

Customer service

Attention to detail

HIPAA compliance

Education

High school diploma or equivalent

Tools

EMR systems

Microsoft Office

Job description

Provide courteous and compassionate service to patients, families, and colleagues, respecting confidentiality and patient rights at all times. Manage incoming calls, schedule and confirm appointments, and maintain accurate schedules in the EMR system. Maintain data integrity and actively participate in cost containment through efficient resource use. Crosstrain in other office or departmental functions to support staffing needs and ensure consistent coverage. Demonstrate flexibility, adaptability, and professionalism in handling workflow changes and new procedures. Uphold dress code and policy standards and demonstrate consistent adherence to hospital and departmental procedures. Perform other duties as assigned. Obtain and confirm demographic and insurance information; collect co-payments and other financial responsibilities. Complete all required forms and consent documentation in accordance with hospital and regulatory standards. Process pre-certifications, authorizations, referrals, and medical record requests. Enter and validate accurate order information, including ICD-10 coding, and communicate with technologists or clinical staff regarding patient preparation and order entry details. Communicate effectively with departments, nursing units, and physician offices to support patient flow, including direct or emergency admission requests. Adheres to all hospital policies, PRIDE values, HIPAA regulations and infection prevention standards.

Principal Accountabilities:

• 1. Organizes and schedules meetings and appointments, maintains contact list, and answers phone calls.
• 2. Produces and distributes correspondence memos, letters, faxes and forms.
• 3. Assists in the preparation of regularly scheduled reports and supports in reconciling expense reports.
• 4. Develops and maintains a filing system.
• 5. Orders office supplies and books travel arrangements.
• 6. Provides general support to visitors and provides information by answering questions and requests.
• 7. May research and create presentations.
• 8. Prepares and monitors invoices.
• 9. Performs other related duties as assigned.