CLINICAL ADMINISTRATIVE ASSISTANT II

Independence Health System; Irwin (Westmoreland County); On-site; USD 42,000 - 62,000; Full time

Job summary

Independence Health System in Irwin, PA is seeking a capable Medical Administrative Assistant to support orthopedic services. The role involves managing CME records, scheduling surgeries, pre-authorizations, and maintaining staff licensure and calendars to keep operations efficient.

The ideal candidate has a High School diploma with at least two years in a medical office, strong organizational and communication skills, and the ability to handle confidential information in a fast-paced

Qualifications

• High School Diploma or GED required.
• Two years medical/surgical experience in a medical/physician office setting.
• Medical Terminology knowledge required.
• Strong leadership ability, organizational skills, independent and critical thinking, and sound judgment.
• Ability to communicate complex topics to diverse audiences.

Responsibilities

• Schedules surgeries and handles pre-authorizations.
• Functions as administrative assistant to Orthopedic Surgeon and Practice Manager.
• Maintains CME and licensure schedules.
• Monitors HIPAA compliance and patient information privacy.
• Performs routine clinical duties and patient intake tasks as needed.

Skills

Medical Terminology

Leadership

Organizational Skills

Independent Thinking

Judgment

Communication of Complex Topics

Education

High School Diploma or GED

Two years medical/surgical office experience

Job description

Job Summary / Overall Objectives

Maintains and logs all Providers and other clinical staff's CME requirements, mandatory training requirements, and performs statistical recordkeeping for the office/department. Performs all tasks associated with a medical assistant and as needed, tasks associated with Ortho Technician. Is responsible to have all educational material updated and in stock. Assist with delivery of essential IHMG communication/participation in daily huddles as needed and as directed by manager. Schedules surgeries for the doctors and performs pre-authorizations and updates the personal data appliances/calendars of the Providers.

Essential Job Functions

• Schedules surgeries for the doctors and performs pre-authorizations and updates the personal data appliances/calendars of the Providers.
• Functions as the administrative assistant to the Orthopedic Surgeon and the Practice Manager.
• Maintains physician PTO/CME schedules and posts these to the master office calendar for staffing
• Monitors CME credits to ensure completion within the cycle, and records and maintains records for documentations of such
• Monitors the supply of educational materials and orders/renews at appropriate times. Reviews new educational material when it becomes available as to appropriateness for the practice.
• Coordinates the doctors' and NPP office schedules in the PDA's, along with their meeting & personal appointments to maintain an efficient flow.
• Accurately takes and records messages relaying them to the appropriate person
• Assists with coordination of communications and projects related to the orthopedic practices
• Provides assistance to the Practice Manager/Administrator in maintaining communication among all the offices and teams
• Gathers information from sources during survey process as requested
• Communicates the monthly physician schedule to the physicians and other offices within our practice
• Maintains competencies including timely renewals of all licensure of staff employed by EHO
• Responsible for all clinical duties of an orthopedic practice
• Rooms the patients
• Documents a History & Physical and takes any vital signs requested by physician
• Draws injections and places supplies for such into the patient exam rooms
• Makes sure x-ray images and readings are available in the exam rooms for the appropriate patients
• Monitors HIPAA compliancy in the clinic with images and patients names being viewed
• Obtains consents and performs MRSA nasal swabs when requested by physician
• Obtains surgical consent, completes patient intake forms, and schedules dates of surgery for the surgical candidates.
• Reviews all preoperative testing prior to surgeries and places such for physician to sign off on
• Replaces products in each exam room as they are used and maintains an adequate stock of supplies
• Performs preauthorization’s with the insurance companies of all patients having surgery and relays the auth # to the appropriate department at the hospital and at ortho billing
• Other duties as assigned.
• Other duties as assigned.

Competency and Experience [Knowledge, Skills and Abilities]

Required Qualifications / Experience

• High School Diploma, GED or higher level of education.
• Two years of medical/surgical experience in a medical/physician office setting.
• Medical Terminology
• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment, and knowledge of legal aspects and liability of nursing practice.
• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.

Preferred Qualifications / Experience

• Experience in Healthcare setting.

License, Certification & Clearances

• Act 33 with renewal
• Act 34 with renewal
• Act 73 FBI Clearance

Position Type / Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on‑call, etc.).
• Travel may be expected locally between System locations.

Equal Employment Opportunity

Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations.

Disclaimer

This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Work Environment

Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Essential – Absolute Necessity.

Marginal – Minimal Necessity.

Constantly – 5.5 to 8 hours or more or 200 reps/shift.

Frequently – 2.5 to 5.5 hours or more or 32-200 reps/shift.

Occasionally – 0.25 to 2.5 hours or 2-32 reps/shift.

Rarely – Less than 0.25 hours or less than 2 reps/shift.

Physical Condition

Essential

Marginal

Constantly

Frequently

Occasionally

Rarely

Never

Extreme Heat

x

Extreme Cold

x

Heights

x

Confined Spaces

x

Extreme Noise(>85dB)

x

Mechanical Hazards

x

Use of Vibrating Tools

x

Operates Vehicle (company)

x

Operates Heavy Equipment

x

Use of Lifting/Transfer Devices

x

Rotates All Shifts

x

8 Hours Shifts

x

10-12 Hours Shifts

x

On-Call

x

Overtime(+8/hrs/shift; 40/hr/wk)

x

Travel Between Sites

x

Direct Patient Care

x

Respirator Protective Equipment

x

Eye Protection

x

Head Protection (hard hat)

x

Hearing Protection

x

Hand Protection

x

Feet, Toe Protection

x

Body Protection

x

Latex Exposure

x

Solvent Exposure

x

Paint (direct use) Exposure

x

Dust (sanding) Exposure

x

Ethylene Oxide Exposure

x

Cytotoxic (Chemo) Exposure

x

Blood/Body Fluid Exposure

x

Chemicals (direct use) Exposure

x

Mist Exposure

x

Wax Stripper (direct use)

x

Non-Ionizing Radiation Exposure

x

Ionizing Radiation Exposure

x

Laser Exposure

x

Essential – Absolute Necessity.

Marginal – Minimal Necessity.

Constantly – 5.5 to 8 hours or more or 200 reps/shift.

Frequently – 2.5 to 5.5 hours or more or 32-200 reps/shift.

Occasionally – 0.25 to 2.5 hours or 2-32 reps/shift.

Rarely – Less than 0.25 hours or less than 2 reps/shift.

Bending (Stooping)

x

x

Sitting

x

x

Walking

x

x

Climbing Stairs