Administrative Assistant II - Clinical

Bassett Healthcare Network; Village of Cooperstown (NY); On-site; USD 10,000 - 60,000; Full time

Job summary

Bassett Healthcare Network is seeking an Administrative Assistant II - Clinical to provide essential support within a patient-focused environment. This role involves managing schedules, handling clinical paperwork, and leading other administrative assistants, ensuring efficient operations and quality patient care.

Benefits

Paid time off

Medical, dental and vision insurance

Life insurance and disability protection

Retirement benefits including an employer match

Qualifications

• Minimum 3 years Administrative Assistant experience required.
• Experience dealing with the public required.
• Administrative Assistant training is preferred.

Responsibilities

• Provides high quality administrative support to assigned providers.
• Manages provider schedules and schedules patients.
• Processes all clinical paperwork accurately.

Skills

Computer Skills

Time Management

Customer Service

Maintain Confidentiality

Attention to Detail

Education

High School Diploma or GED

Administrative Assistant training or AAS degree

Bachelor's degree may be substituted for one year of work experience

Job description

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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.

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

Under regular supervision of the division or department manager, the Administrative Assistant II - Clinical supports the services of the assigned practitioners in a diversified, high quality and confidential manner for the department. Works closely with other department staff to provide a smooth operating and efficient department, to enhance the quality of patient care. This person provides daily support to clinical operations of department. Additionally, this person assumes a leadership role among clinical administrative assistants, by training new assistants and giving guidance to level I assistants. This person is capable of taking on complex administrative projects and does so willingly.

• 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 timeframe 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 EPIC 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 ongoing 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.
• Advanced scheduling function: has master scheduling edit capabilities, edits bumped and rescheduled appointments on the Daily Schedules according to the Bassett Physician Group policies and procedures as determined through the implementation of the quality assurance program.
• Cross-trains in all appropriate scheduling functions 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 and medication including ICD-9 codes, progress notes, and historical information as required based upon site of service or urgent circumstances.
• Manages the "open referral Queue" for the Department.
• 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.
• Provides assistance 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
• Trains and serves as a preceptor for new staff as measured by direct supervisory observation and co-worker feedback.
• 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 information and creation of open referrals) by attending meetings, training and reading all pertinent training documentation and memos as documented on annual in-service record.
• Maintains a thorough knowledge and understanding of Bassett FSC’s and local carrier’s medical coverage policies as they relate to the Department.
• Performs department specific tasks as assigned by the manager or director.
• Performs similar or related duties as requested or directed
  
  

Education

What we need from you

• High School Diploma or GED, required
• Administrative Assistant training or AAS degree, preferred
• Bachelor's degree may be substituted for one year of work experience
  
  

Experience

• Minimum 3 years Administrative Assistant experience and experience dealing with the public, required
• Bachelor's degree may be substituted for one year of work experience
  
  

Licensure/Certifications

• Administrative Assistant training
  
  

Skills

• Computer Skills
• Time Management
• Customer Service
• Maintain Confidentiality
• Attention to Detail
  
  

Physical Requirements

• Light Work - Exerting up to 20 lbs of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work
• Occasional balancing, climbing, crouching, kneeling, lifting, pulling, pushing, reaching, repetitive motion, stooping, visual acuity, walking
• Frequent grasping, hearing, standing
• Constant typing/clerical/dexterity, seeing/monitor/computer use, fit testing
  
  

Hazards

• Occasional bodily fluid/bloodborne exposure
  
  

Working Conditions

• Occasional noise
  
  

Travel

• No Travel
  
  

Total Rewards

Benefits

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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