Clinic Administrative Assistant

Fresenius Medical Care AG; Memphis (TN); On-site; USD 19,000 - 28,000; Full time

Job summary

Fresenius Medical Care is seeking an administrative receptionist/secretary to support outpatient and hospital facilities. You will be the face of the front desk, handling calls, greeting patients, and ensuring smooth administrative operations in a clinical setting.

Key duties include scheduling, registration, records preparation, and coordination with clinical managers. Strong MS Office skills, confidentiality, and customer service are essential in this role.

Qualifications

• High School Diploma or GED required.
• Minimum 6 months relevant experience without a degree.
• 1–2 years related experience preferred.

Responsibilities

• Answering telephone calls and routing to the appropriate person.
• Greet patients and guests professionally and maintain a welcoming environment.
• Handle mail distribution and maintain reception area cleanliness.
• Obtain signatures to ensure efficient processing of admissions data.
• Maintain patient confidentiality in all interactions.
• Schedule and register patients; prepare records for travel, transplant, disability and other needs.
• Coordinate with Clinical Manager for transfers and confirmations.
• Assist with referrals, scheduling, and transportation coordination.
• Ensure data entry for Crown Web and related ESRD systems.
• Assist with month-end reporting and general clerical duties.

Skills

Microsoft Office mastery

Professional appearance

Strong communication skills

Customer service attitude

Multitasking

Time management

Proactive problem solving

Telephone etiquette

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft 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 -

• 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 -

• 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 -

• 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.

Fresenius Medical Care maintains a drug-free workplace in accordance with applicable federal and state laws.

EOE, disability/veterans