Clinic Administrative Assistant

Clinic Administrative Assistant – Fresenius Medical Care

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Purpose and Scope

Perform general office duties that incorporate a variety of basic and routine clerical and secretarial duties in a clinical environment. Be the "face" of one of our outpatient or hospital facilities and use your administrative skills to impact the lives of our patients and their families. As a secretary/receptionist at Fresenius Kidney Care, you will be an integral part of a cross‑functional team, providing administrative support to maintain clinic operations and provide the best customer care for patients living with kidney disease.

Principal

Duties and Responsibilities Patient Engagement and Front Desk

• Answer telephone calls and route them to the appropriate person.
• Professionally greet all patients and guests.
• Maintain a professional environment at all times and monitor the reception and waiting areas.
• Distribute incoming mail.
• Obtain necessary signatures to ensure the efficient processing of admissions data in accordance with FMCNA policies and procedures.
• Ensure all aspects of patient confidentiality are maintained at all times.

Scheduling and Registration

• Maintain accurate records of hospitalization, patient travel, etc. to facilitate coordination of patient scheduling, ancillary testing, etc.
• Prepare medical records for facsimile or mail related to travel, transplant, disability and others.
• Organize travel for patients by contacting and providing requested medical records.
• Coordinate temporary patient paperwork.
• Coordinate transfer placements and confirmations along with Clinical Manager.
• Confirm that admissions paperwork is completed and sent to designated departments such as billing, via collecting, faxing and scanning.
• Assist with medical appointment referrals and scheduling.
• Assist with transportation coordination and referrals.
• Ensure data entry has been completed for Crown Web relating to ESRD 2728, ESRD 2746 and PART.
• Monthly insurance card scanning.

Administrative and Additional Responsibilities

• Set up and maintain filing systems and basic databases as applicable.
• Complete forms and reports as required by the various company offices and outside vendors and agencies.
• Prepare purchase orders using the appropriate software application.
• Assist with department/facility accounts receivable and accounts payable functions as needed.
• Maintain inventory of necessary office supplies.
• Assist in auditing records for ongoing compliance with medical records standards (H&Ps, monthly physician progress notes, care plans, etc.).
• Assist in the collection of patient demographic information and continuous quality improvement data.
• Assemble, file and maintain patient medical records.
• Print patient schedule and pull patient charts daily.
• Arrange for package pickup and delivery.
• Assist with month‑end reporting requirements.
• Participate in collaboration sessions such as center/team huddles and staff meetings.
• Attend education and training sessions as appropriate and apply key learnings.

Skills

• Knowledge of office procedures.
• Proficient in Microsoft Office applications.
• Ability to adapt to supporting software applications.
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Resourceful and proactive when issues arise.
• Strong organizational skills.
• Multitasking and time‑management skills, with the ability to prioritize tasks.
• Customer service attitude.

Physical Demands and Working Conditions

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Day‑to‑day work includes desk and personal computer work and possible interaction with patients, facility staff and physicians. The position may require travel between assigned facilities and various locations within the community. The work environment may be characteristic of a health care facility with air temperature control and moderate noise levels. May be exposed to infectious and contagious diseases/materials.

Supervision

• None.

Education

• High School Diploma or GED required.

Experience and Required Skills

• Minimum 6 months relevant experience without a degree.
• 1–2 years related experience preferred.
• Experience working knowledge of computers with Microsoft Word, Excel and PowerPoint preferred. Good verbal communication skills.
• Pleasant telephone manner.

Drug‑Free Workplace

Fresenius Medical Care maintains a drug‑free workplace in accordance with applicable federal and state laws.

Equal Opportunity Employer

EOE, disability/veterans.

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