Administrative Assistant - Spine Center Cl Non-Exempt; Union

The Administrative Assistant for the department provides administrative/secretarial support for the Doctor, including assisting with all aspects of patient care, scheduling and coordinating the outpatient clinic, patient appointments and follow up. This individual assists with office and clerical duties, such as the scheduling of follow up appointments for post-surgical patient care, and organizing an efficient case flow of the clinic’s scheduling.

The person also assists the multidisciplinary team in managing the care of patients through all phases of intake and evaluations, acting as a liaison between the clinic and referring physicians. Additionally, this person coordinates calendars and priorities throughout the day as well as independent and collaborative projects as needed.

• Provides administrative/secretarial support for the Doctor in the Department/Unit.
• Assists with all aspects of patient care, scheduling and coordinating the outpatient clinic, patient appointments and follow up.
• Assists with office and clerical duties, such as the scheduling of follow up appointments for post-surgical patient care, and organizing an efficient case flow of the clinic’s scheduling.
• Assists the multidisciplinary team in managing the care of patients through all phases of intake and evaluations, acting as a liaison between the clinic and the referring physicians.
• Coordinates with insurance carriers and medical groups to obtain treatment authorizations for office visits.
• Drafts and transcribes various letters.
• Greets patients in a courteous and professional manner.
• Adheres to patient confidentiality.
• Processes new referrals in a timely manner; includes obtaining required outside medical records, entering demographic information into computer systems, providing medical records to physician/ multidisciplinary team for review, providing insurance information to the financial counselor for patient financial clearance, and scheduling the patient in clinic.
• Schedules patient evaluations in a timely manner, including laboratories, diagnostic testing and consultations as needed.
• Schedules patient mandatory teaching classes.
• Understands scheduling procedures and provides proper patient instructions.
• Notifies patients of upcoming appointments in a timely manner.
• Arranges patient clinic appointments as requested by the physician.
• Communicates all changes with patient and case information to all involved personnel.
• Demonstrates accuracy and thoroughness in entering information into computer systems (e.g., Cerner, PBAR).
• Works with various hospital personnel to resolve issues and accommodate patients.
• Preps charts for clinic, selection committee, and tumor board (if applicable).
• Assists in clinic with clerical and scheduling needs.
• Assists in translation as needed (if applicable).
• Provides phone coverage as needed.
• Demonstrates flexibility in covering other staff members for sick time, vacation, or leave of absence.
• Ability to work independently and in a team setting to accomplish duties in a timely manner.
• Knowledge of proper chart format.
• Performs other duties as assigned.

• Req High school or equivalent
• Req 24 - 36 months Administrative/office experience in a medical/clinical setting.
• Req Demonstrates professional English verbal and written communication skills.
• Req Must have strong organization skills.
• Req Computer literacy in word processing, spreadsheets, etc.

• Pref Specialized/technical training Formal secretarial training or equivalent education.
• Pref Experience in Acute care or ambulatory care setting.
• Pref Knowledge of medical terminology highly.
• Pref Familiarity with word processing, IDX, Cerner, PBAR and scheduling software.
• Pref Basic Life Support (BLS) Healthcare Provider from American Heart Association.

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $22.00 - $37.40. When extending an offer of employment, the University of Southern California considers factors such as the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.