Administrative Assistant

About the Role

This position provides friendly, professional, and efficient telephone answering, call directing, staff paging, and visitor greeting. Performs various data entry and word processing tasks, processes incoming interoffice and USPS mail, and outgoing interoffice mail. Responsible for clinical scheduling and patient admitting in collaboration with all disciplines, facilitating communication related to scheduling.

Responsibilities

• Coordinates scheduling of all rehabilitation services, optimizing therapist time and department efficiency (30%).
• Greets all patients and their families or escorts in a courteous and professional manner (30%).
• Addresses any questions regarding treatment, insurance, or other concerns in a timely manner (20%).
• Ensures the proper, accurate, and efficient flow of information such as filing, faxing, and distributing communications and other materials between the office, clinical areas, and other supporting departments (10%).
• Answers telephone utilizing appropriate telephone etiquette and interpersonal skills to promote excellent public and interdepartmental relations (10%).
• Provides excellent service by maintaining positive relations with all customers, assisting with resolving questions, inquiries, and/or issues.
• Provides timely patient access to services and optimizes clinician time by managing schedules and patient waitlists.
• Serves as a resource for smooth operations in clinical areas.
• Ensures proper flow of patients to appropriate locations within rehab services.
• Registers and admits patients, verifying current order and insurance coverage.
• Leads denial management for the department and follows up on required documentation for payment.
• Maintains professional appearance of reception area, including lobby, and assists with patient care by preparing and cleaning treatment areas.
• Discharges patient charts according to department procedures.
• Responds to record requests from other departments and outside agencies according to affiliate policies and procedures in a timely manner.
• Orders necessary medical and office supplies as designated by manager or supervisor.
• Promotes process improvement and communicates with manager or supervisor regarding effectiveness and efficiency of work procedures.
• Schedules meetings for the department manager, supervisor, and/or clinician as needed.
• Attends appropriate meetings.
• Prepares for daily clinic by organizing the appropriate charts, flow sheets, etc., to promote efficiency.
• Other duties as assigned.

Requirements

• High School Diploma or GED equivalent.
• Medical secretarial/medical assistant or other health-related degree is preferred.
• Successful completion of MyMichigan Health and affiliate-specific orientation.
• Successful completion of new hire competency.
• Knowledge of reading, writing, mathematical, word processing, and computer skills to efficiently complete daily tasks.
• Ability to operate all office equipment including computer, printer, photocopier, facsimile machine, multi-line telephone, and calculator.
• Knowledge of medical office practices, medical terminology, and policies and procedures, typically acquired through 1 year of experience working in the health field.
• Ability to multi-task and work under pressure of deadlines, changes in schedules, and office routines.
• Strong interpersonal skills for effective verbal and written communication in English to interact with individuals and groups at all levels.
• Ability to work independently, demonstrating problem-solving, organizational skills, time management, and initiative.
• Organizational skills needed for smooth flow of both clinic and patient operations.
• Mandatory tuberculosis (TB) testing is required and must be done annually.
• Mandatory Occupational Safety and Health Administration (OSHA) training, completed annually according to the Exposure Control Plan.
• Ability to work where exposure to communicable diseases may occur.

Physical/Mental Requirements and Typical Working Conditions

• Exposure to stressful situations, including public contact, trauma, grief, and death.
• Able to wear personal protective equipment, including latex materials or appropriate substitutes.
• Ability to move freely about the facility with or without an assisted device.
• Overall vision and hearing necessary, with or without assisted devices.
• Frequently required to sit, stand, or walk for long periods.
• May require frequent postural changes such as stooping, kneeling, or crouching.
• Some exposure to bloodborne pathogens and other potentially infectious materials.
• Must follow MyMichigan Health bloodborne pathogen and TB testing requirements.
• Ability to handle multiple tasks, work well with others, work independently, maintain regular attendance, and stay awake.
• Overall dexterity required, including handling, reaching, grasping, fingering, and feeling.
• May require repetition of these movements on a regular to frequent basis.
• Physical Demand Level: Sedentary. Must be able to occasionally (0-33% of the workday) lift or carry 0-10 lbs.