Sr Administrative Assistant

Penn Medicine, University of Pennsylvania Health System; Doylestown (Bucks County); On-site; USD 42,000 - 56,000; Full time

Job summary

Penn Medicine is seeking an administrative professional to oversee the Case Management Department at Doylestown Hospital. You will coordinate office activities, support staff, manage referrals and scheduling, and ensure timely communication across stakeholders.

The role requires strong organizational skills, familiarity with Microsoft Office, and the ability to multitask in a busy medical environment. Equal opportunity employer with comprehensive benefits.

Qualifications

• H.S. Diploma/GED required.
• At least 5 years of experience in a medical business environment.

Responsibilities

• Oversee the operations of the Case Management Department.
• Coordinate and support department staff and onboarding activities.
• Design and maintain data collection and project tracking systems.
• Be proficient with Microsoft Office and maintain clear written/verbal communication while prioritizing tasks.
• Provide system coordination for telecommunications and equipment across the department.

Skills

Microsoft Office

Communication

Multitasking

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Summary

• To create an efficient office environment, providing guidance and support services to the Case Management Department staff of Doylestown Hospital. This individual will oversee and coordinate office activities. He/she will be able to multitask numerous projects as directed by the Manager/Director of Case Management Department regarding but not limited to the following: case manager productivity, quality initiatives, referral patterns, coordination of new hire on-boarding activities and outcomes initiatives.

Responsibilities

• 1. Oversee the operations of the Case Management Department.
• Actively participates and provides support to the department staff.
• Coordinate the Pennsylvania Medical Assistance (MA) call process. Assign and communicate clinical review times to UR nurses as indicated.
• Correspondence with external stakeholders; interfacing with finance, medical records, case managers and third-party payers. 2. Design and maintain systems for collection/trending of data as well as organizing and maintaining projects to be on schedule.
• Be proficient in the use of Microsoft Office (Word, Excel and PowerPoint) as well as other applications. Demonstrate excellent written and verbal communication skills. Highly organized and have the ability to prioritize tasks in a demanding environment; able to function independently with minimal supervision. Coordinate workflow and keep assigned projects on schedule.
• Supports tracking of department quality initiatives and regulatory requirements. 3. Manage and track all telecommunications and case management resource equipment.
• Log and track all equipment use (new and transferred) for the Case Management Department. Act as the liaison with MIS Department when implementing new equipment as well when issues arise with existing equipment (phones, pagers, computers and software applications).
• Provide support services to Case Management Department.
• Answer phones in a Doylestown Hospital prescribed professional manner. Screen all calls and route calls accordingly (message, pager, iPhone or into Associate voicemail). Take accurate messages for staff (Case Managers and Physician Advisors) and distribute those messages in a timely manner.
• Record minutes when requested, at Associate meetings.
• Ensure accurate and timely distribution of consults to staff.
• Track/manage mail and fax certifications. Complete work in a timely manner to meet deadlines.
• Accurately maintain and reconcile monthly and annual budgets for transportation and other extraneous charges to the Case Management Department.
• Receive, track and make payments on vouchers/transportation receipts; medications, supplies, clothing, food and other patient related charges generated by department to cover approved needs.

Credentials

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• at least 5 years experience in medical business environment (insurance company, physician office practice, related hospital department)

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.