Clinic Administrative Assistant

Fresenius Medical Care; Waianae (HI); On-site; USD 23,000 - 39,000; Full time

Job summary

Fresenius Medical Care is seeking a receptionist/secretary for a clinical environment. You will be the face of the facility, performing front desk duties, engaging patients, scheduling, and coordinating admissions data in accordance with FMCNA policies.

Responsibilities include answering calls, greeting patients, maintaining confidentiality, processing registrations, and supporting administrative tasks such as records management, referrals, and month-end reporting.

Qualifications

• Knowledge of office procedures required.
• Proficient in Microsoft Word, Excel and PowerPoint; ability to adapt to supporting software applications.
• Good verbal communication skills.
• Pleasant telephone manner.
• Professional attitude and appearance.

Responsibilities

• Answering telephone and routing calls to the appropriate person.
• Greet patients and guests professionally.
• Maintain a professional reception and waiting area.
• Distribute incoming mail.
• Obtain signatures to process admissions data per FMCNA policies.
• Ensure patient confidentiality at all times.
• Maintain accurate hospitalization and patient travel records to facilitate scheduling.
• Prepare medical records for travel, transplant, disability and related needs.
• Organize travel for patients by providing requested medical records.
• Coordinate with transient patient paperwork and transfers with Clinical Manager.
• Confirm admissions paperwork is completed and sent to designated departments (billing, etc).
• Assist with medical appointment referrals and scheduling.
• Assist with transportation coordination and referrals.
• Enter data in Crown Web related to ESRD 2728/2746 and PART.
• Monthly insurance card scanning.
• Set up and maintain filing systems and basic databases.
• Complete forms and reports for various offices and vendors.
• Prepare purchase orders using appropriate software.
• Assist with accounts receivable/payable as needed.
• Maintain inventory of office supplies.
• Audit records for medical records standards compliance.
• Collect patient demographic information and CQI data.
• Assemble and maintain patient medical records.
• Print patient schedules and pull patient charts daily.
• Arrange for package pickup and delivery.
• Assist with month-end reporting.
• Participate in center/team huddles and staff meetings.
• Attend education and training sessions.

Skills

Office procedures

Microsoft Office

Adaptability

Professional demeanor

Verbal communication

Resourcefulness

Organizational skills

Multitasking

Customer service

Education

High School Diploma or GED

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:

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

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.

The rate of pay for this position will depend on the successful candidate’s work location and qualifications, including relevant education, work experience, skills, and competencies.

Hourly Rate: $17.00 - $28.00

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