Administrative Assistant

International Health and Medical Services

Job Description

This position is contingent upon award

International Health and Medical Services is looking for an experienced Administrative Assistant to support the efficient operation of healthcare services by managing administrative tasks, coordinating appointments, and ensuring effective communication between healthcare staff. This position is vital for maintaining organized records, facilitating access to medical care, and supporting the overall healthcare delivery process within the facility.

• Provides administrative support directly for the Health Services Administrator (HSA) and Assistant Health Services Administrator(s) (AHSA) in support of the mission.
• Maintain strict confidentiality of all records, including medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters.
• Types a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.
• Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices.
• Reviews files to meet current needs and periodically reviews materials for disposition.
• Maintains confidentiality of all records, including; medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per policy.
• Arranges for meetings, including making reservations for conference rooms and notifying participants.
• Attends meetings and prepares reports of the proceedings.
• Receives and screens visitors and telephone calls to the medical facility, referring callers to the Health Services Administrator or other clinic staff as appropriate.
• Independently accomplishes tasks and questions within their scope and seeks guidance when appropriate.
• Maintains HSA/AHSA calendar and schedules appointments and meetings as directed.
• Reminds HSA/AHSA of appointments and provided briefs on the matters to be considered before the scheduled meetings.
• Reschedules appointments when it becomes apparent that the HSA or AHSA will not be able to meet previous engagements.
• Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action.
• Uses initiative to obtain clarification or instructions from originating offices.
• Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.
• Receives and processes requests for information in accordance with the Fair Information Practice Principles and Privacy Act.
• Performs record keeping functions in accordance with program policies and position.
• Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.
• Performs the duties of Medical Records Technician as time allows when primary role is complete.
• Completes all initial, annual and ad hoc training as required/assigned.
• Serves as a team member for analyzing established protocol practices and identifying areas for improvement.
• Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.
• Adheres to and participates in: IHSC’s Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.
• Attends and participates in general/medical staff meetings.
• Adheres to and maintains awareness of; IHSC Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed.
• Complete required organizational compliance education, including assigned requirements that are client-specified, for Joint Commission Healthcare Staffing Services certification or other regulatory bodies.

• Minimum of one-year experience preferably in a healthcare setting as an Administrative Assistant, where the processing of…