Administrative Assistant I

About the Role

In support of a team of physicians, mid-level providers, and Triage RNs, this position performs administrative duties and responsibilities. The role involves preparing correspondence, scheduling, coordinating meetings, retrieving and entering data, and problem-solving. Primary contacts include physicians, RNs, internal staff, managers, and patients.

Responsibilities

• Provides comprehensive administrative and secretarial support to teams of physicians, mid-level providers, and Triage RNs, utilizing critical thinking skills and knowledge of departmental and organizational policies.
• Independently manages daily schedules and coordinates multiple calendars for providers in scheduling software (such as EPM and Outlook), ensuring the schedule is full and rearranging as necessary.
• Performs general secretarial and administrative duties such as copying, collating, running errands, assembling and distributing packets, mailings, and memos.
• Coordinates arrangements for physician meetings, including scheduling, catering, preparing materials and agendas, recording and preparing minutes, and follow-up activities.
• Attends meetings as needed and works with confidential and highly sensitive information daily.
• Anticipates team needs and takes initiative to develop action plans to resolve daily challenges, using judgment and discretion.
• Handles inquiries from staff, physicians, medical professionals, patients, visitors, and external customers regarding patient care, records, and other matters.
• Directs incoming patient and physician office calls, working closely with the Team RN to answer patient inquiries and process test results.
• Acts as a patient advocate for concerns regarding appointments, plans of care, and complaints, and communicates normal test/procedure results.
• Schedules patient appointments, requiring attention to detail, knowledge of medical terminology, patient demographics, insurance verification, and eligibility.
• Schedules and coordinates cardiology testing as needed, gathering proper information to complete appointments.
• Maintains accurate patient demographics in the EHR/EPM, including insurance information.
• Utilizes insurance par lists and obtains necessary authorizations.
• Collaborates proactively with providers, MAs, and testing staff in outpatient clinic/testing settings.
• Monitors Triage task box to ensure all requests and follow-up questions are addressed, providing accurate and concise messaging.
• Composes patient correspondence as needed.
• Provides support for the front desk, procedure schedulers, and call center regarding policy and procedures.

Requirements

• High school diploma or equivalent.
• 0 – 3 years of administrative support experience.
• Proficient in at least one Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Access).
• Basic knowledge of general/standard administrative functions and department policies and procedures.
• Knowledge of medical terminology for transcription.

Skills

• Ability to work independently in a detail-oriented environment with multi-tasking and deadlines.
• Good communication and interpersonal skills to interact effectively with internal staff, managers, visitors, and patients.
• Tact and discretion in all interactions.

Physical and Mental Requirements

• Normal office environment.
• Occasional lifting of up to 25 pounds, bending, standing, and walking.

Benefits

• Competitive compensation with DAILYPAY.
• Benefits effective Day One with no waiting periods.
• Full benefits package including Medical, Dental, Vision, PTO, Life Insurance, Short and Long-term Disability.
• Retirement savings plan with employer match and contributions.
• Opportunity for growth and advancement throughout Trinity Health.
• Tuition reimbursement.

Schedule

Full-Time, 40 hours per week, Day Shift.