Administrative Assistant II - Clinical

The best thing about this role

Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.

Under regular supervision of the division or department manager, the Administrative Assistant

II - Clinical supports the services of the assigned practitioners in a diversified, high quality and confidential manner for the department. Works closely with other department staff to provide a smooth operating and efficient department, to enhance the quality of patient care. This person provides daily support to clinical operations of department. Additionally, this person assumes a leadership role among clinical administrative assistants, by training new assistants and giving guidance to level I assistants.

This person is capable of taking on complex administrative projects and does so willingly.

• Provides high quality and confidential administrative support to assigned providers.
• Based upon observations and feedback from provider, answers, screens and triages telephone calls in a positive, professional and helpful manner, always utilizing the Bassett three-part greeting.
• Takes detailed and accurate messages consistently in the established format and assures that any required follow-through occurs within an acceptable timeframe as observed by manager and providers.
• Accurately types all memoranda, reports and correspondence as requested, maintaining knowledge in all necessary computer programs to best support clinical operations as observed by manager.
• Accurately utilize EPIC and Microsoft Outlook computer programs as trained to manage provider schedules and schedule patients as needed as observed by manager.
• Maintains accurate calendars for providers and, in accordance with department policies, coordinates all related paperwork for meetings, time off and travel for providers; completeness, timeliness and accuracy shall be based upon feedback from providers and observation by manager.
• Incoming correspondence is processed in a timely and confidential manner as observed by manager and utilizing peer feedback.
• Utilize good time management skills by prioritizing work/projects, communicating status of ongoing tasks/projects to providers and manager and by completing work in a timely manner as observed by manager and providers.
• Processes all clinical paperwork (dictation, labs, pathologies, prescriptions) accurately with no more than 3 exceptions per year, as measured by feedback from providers.
• Provides other administrative support as needed or requested to ensure quality support and continuous improvement of clinical operations.
• Schedules outpatient appointments via telephone request directly from patients and referring providers, or off of reminder lists and bump lists (including patients with special indicators such as resistant organism and including confirmation of patient's demographic information) according to departmental protocols and in compliance with the quality assurance reviews.
• Advanced scheduling function: has master scheduling edit capabilities, edits bumped and rescheduled appointments on the Daily Schedules according to the Bassett Physician Group policies and procedures as determined through the implementation of the quality assurance program.
• Cross-trains in all appropriate scheduling functions as determined through departmental training schedules and implemented by Supervisor.
• Initiates and coordinates with all appropriate entities (departments, physicians, etc…) the scheduling of various procedures along with any required pre-procedure appointments or post-procedure follow-up. Communicates with various departments and coordinates appointments for diagnostic testing such as (but not limited to) MRI, CT scans, bone scans and laboratory testing.
• Collects and records all pertinent information for obtaining authorization for diagnostic testing and medication including ICD-9 codes, progress notes, and historical information as required…