Administrative Assistant - Clinic

CH01 CHE Fresenius Medical Care (Schweiz) AG; Fitchburg (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

Fresenius Medical Care in Fitchburg, Wisconsin seeks a friendly secretary/receptionist to be the face of the clinic, handling front desk tasks, appointments, and patient greetings.

You will manage phone calls, routing, filing, travel coordination, and ensure confidentiality while supporting clinical staff.

Qualifications

• High School Diploma or GED required.
• Minimum 6 months relevant office/clerical experience preferred.
• Experience with Microsoft Office applications (Word, Excel, PowerPoint).
• Ability to maintain confidentiality and handle patient information professionally.

Responsibilities

• Answering telephone calls and routing to the appropriate person.
• Greet patients and guests professionally; maintain a welcoming front desk environment.
• Maintain organization of filing systems and basic databases.
• Coordinate scheduling and registration; assist with admissions-related tasks.
• Assist with travel arrangements and collecting signatures for admissions data.
• Support with medical records preparation and data entry in Crown Web where applicable.
• Assist with month-end reporting and general administrative duties.

Skills

Office procedures

Microsoft Office

Adaptability

Professional appearance

Verbal communication

Written communication

Organization

Multitasking

Customer service

Education

High School Diploma or GED

Tools

Microsoft Word

Excel

PowerPoint

Job description

Purpose and Scope

Performing general office duties incorporating a variety of basic and routine clerical and secretarial duties in a clinical environment. Be the "face" of one of our outpatient or hospital facilities-and use your administrative skills to impact the lives of our patients and their families. As a secretary/receptionist at Fresenius Kidney Care, you will be an integral part of a cross-functional team, providing administrative support to maintain clinic operations and provide the best customer care for patients living with kidney disease.

Principal Duties and Responsibilities

• Patient Engagement and Front Desk - Responsibilities may include the following based on location and business need:
  
  
  
  • Answering telephone & routing calls to the appropriate person
  
  
  • Professionally greet all patients and guests.
  
  
  • Maintain a professional environment at all times.
  
  
  • Monitors the reception and waiting areas.
  
  
  • Distributing incoming mail.
  
  
  • Obtain necessary signatures to ensure the efficient processing of admissions data in accordance with FMCNA policies and procedures.
  
  
  • Ensure all aspects of patient confidentiality are maintained at all times
  
  
  
  


• Scheduling and Registration - Responsibilities may include the following based on location and business need:
  
  
  
  • Maintains accurate records of hospitalization, patient travel, etc. to facilitate coordination of patient scheduling, ancillary testing, etc.
  
  
  • Prepares medical records for facsimile or mail related to travel, transplant, disability and others.
  
  
  • Organizes travel for patients by contacting and providing requested medical records.
  
  
  • Coordinates with transient patient paperwork.
  
  
  • Coordinates transfer placements and confirmations along with Clinical Manager.
  
  
  • Confirms admissions paperwork is completed and sent to designated department(s), such as billing, by collecting, faxing and scanning.
  
  
  • Assist with medical appointment referrals and scheduling.
  
  
  • Assist with transportation coordination and referrals.
  
  
  • Ensures data entry has been completed for Crown Web.
  
  
  • Related to ESRD 2728. ESRD 2746 and PART.
  
  
  • Monthly insurance card scanning
  
  
  
  


• Administrative and Additional Responsibilities - Responsibilities may include the following based on location and business need:
  
  
  
  • Setting up and maintaining filing systems and basic databases as applicable.
  
  
  • Completing forms and reports as required by the various company offices and outside vendors and agencies.
  
  
  • Preparing purchase orders using the appropriate software application.
  
  
  • Assisting with department/facility accounts receivable and accounts payable functions and responsibilities as needed.
  
  
  • Maintaining inventory of the necessary office supplies
  
  
  • Assists in auditing records for ongoing compliance with medical records standards (H&Ps, monthly physician progress notes, care plans, etc).
  
  
  • Assists in the collection of Patient Demographic Information and Continuous Quality Improvement Data.
  
  
  • Assemble, file and maintain patient medical records
  
  
  • Print patient schedule and pull patient charts daily.
  
  
  • Arrange for package pickup and delivery.
  
  
  • Assists with month-end reporting requirements.
  
  
  • Participate in collaboration sessions such as center/team huddles and staff meetings.
  
  
  • Attend education and training sessions as appropriate and apply key learnings.
  
  
  
  

Skills

• Knowledge of office procedures required.


• Proficient in Microsoft office applications


• Ability to adapt to supporting software applications.


• Professional attitude and appearance


• Solid written and verbal communication skills


• Ability to be resourceful and proactive when issues arise


• Strong organizational skills


• Multitasking and time-management skills, with the ability to prioritize tasks


• Customer service attitude

Physical Demands and Working Conditions

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Day to day work includes desk and personal computer work and possible interaction with patients, facility staff and physicians. The position may require travel between assigned facilities and various locations within the community. The work environment may be characteristic of a health care facility with air temperature control and moderate noise levels. May be exposed to infectious and contagious diseases/materials

Supervision

None

Education

High School Diploma or GED required

Experience and Required Skills

• Minimum 6 months relevant experience without a degree.


• 1-2 years related experience preferred.


• Experience working knowledge of computers with Microsoft Word, Excel and PowerPoint preferred.


• Good verbal communication skills.


• Pleasant telephone manner.

Equal Opportunity Employer

Fresenius Medical Care maintains a drug-free workplace in accordance with applicable federal and state laws. Fresenius Medical Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, parental status, national origin, age, disability, military service, or other non-merit-based factors

About Fresenius Medical Care

Creating a future worth living. For patients. Worldwide. Every day. Fresenius Medical Care is the world's leading provider of products and services for individuals with kidney disease of which approximately 4.5 million patients worldwide regularly undergo dialysis treatment. United by a shared purpose of creating a future worth living for chronically and critically ill people, we care for around 292,000 dialysis patients around the globe. In addition, we operate around 35 global production sites to provide products such as dialysis machines, dialyzers, and related disposables. We aim to continuously improve our patients’ quality of life by offering them high-quality products as well as innovative technologies and treatment concepts.