Clinic Administrative Assistant

Fresenius Medical Care AG; Missoula (MT); On-site; USD 22,000 - 30,000; Full time

Job summary

Fresenius Medical Care seeks a full-time receptionist/secretary to support clinic operations in a patient-centered environment. You will handle front desk duties, greet patients, schedule appointments, assist with admissions processing, and coordinate with clinical staff to keep operations smooth.

Responsibilities include answering calls, maintaining records, ensuring patient confidentiality, handling billing prep, and data entry for essential systems.

Qualifications

• Minimum 6 months relevant experience without a degree.
• Proficient in Microsoft Word, Excel and PowerPoint.
• Good verbal communication skills and professional telephone manner.
• Ability to maintain patient confidentiality and accuracy in data entry.
• Experience with scheduling and front desk responsibilities preferred.

Responsibilities

• Answering calls and routing to the appropriate person.
• Greet patients and guests professionally and maintain a welcoming environment.
• Manage admissions data signatures and confidentiality.
• Coordinate patient scheduling, travel, and medical records preparation.
• Assist with billing-related paperwork and account reconciliation as needed.
• Maintain filing systems and basic databases; print schedules and pull charts daily.
• Print patient schedules, arrange for transport referrals, and support staff meetings.
• Ensure data entry for Crown Web related to ESRD and related systems.

Skills

Office procedures

Microsoft Office

Adaptability

Professional appearance

Written and verbal communication

Resourcefulness

Organization

Time management

Customer service

Education

High School Diploma or GED

Job description

This position is for full time 32 hours.

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

Under general supervision, follows established company policies and procedures and applies acquired job skills to:

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