Administrative Assistant Supervisor

About the role

Mentors and supervises Administrative Assistants/Med Receptionists on an as-needed basis
Assists in training of other colleagues as directed
Maintains open communication with Health Center Manager/Supervisor regarding any training needs of the administrative staff
Is viewed as a leader amongst the administrative staff and looks for ways to improve and promote quality
Demonstrates accuracy and thoroughness and communicates effectively to staff
Identifies and solves problems in a timely manner
Gathers and analyzes information skillfully, develops alternate solutions
Organizes and maintains a filing system for patient charts, including generating chart numbers, filing, and pulling charts
Answers telephone and either responds to inquiries, directs callers to appropriate personnel, or initiates a triage slip for response by medical personnel
Schedules appointments and enters appointment date and time into computerized scheduler
Conducts reminder calls to all patients
Greets and directs patients, salespeople, and visitors
Registers patients by verifying that patient’s record is up to date and accurate, makes appropriate changes in computer system and on patient’s chart
Coordinates referrals for patients through insurance and other physician offices or specialists
Prepares all billings in computerized system for processing by finance
Collects payment from patients and reconciles daily cash reports
Exceptional interpersonal skills; listening skills are essential while remaining open to other ideas and trying new things
Conducts self with professionalism and in a tactful manner, treating others with respect and consideration
Follows through on commitments
Strong customer service orientation, responding quickly and appropriately to customer needs, and managing difficult or emotional situations
Demonstrates ability to perform and maintain Annual Competencies

Responsibilities

• Mentors and supervises Administrative Assistants/Med Receptionists on an as-needed basis
• Assists in training of other colleagues as directed
• Maintains open communication with Health Center Manager/Supervisor regarding any training needs of the administrative staff
• Is viewed as a leader amongst the administrative staff and looks for ways to improve and promote quality
• Demonstrates accuracy and thoroughness and communicates effectively to staff
• Identifies and solves problems in a timely manner
• Gathers and analyzes information skillfully, develops alternate solutions
• Organizes and maintains a filing system for patient charts, including generating chart numbers, filing, and pulling charts
• Answers telephone and either responds to inquiries, directs callers to appropriate personnel, or initiates a triage slip for response by medical personnel
• Schedules appointments and enters appointment date and time into computerized scheduler
• Conducts reminder calls to all patients
• Greets and directs patients, salespeople, and visitors
• Registers patients by verifying that patient’s record is up to date and accurate, makes appropriate changes in computer system and on patient’s chart
• Captures referrals for patients through insurance and other physician offices or specialists
• Prepares all billings in computerized system for processing by finance
• Collections payment from patients and reconciles daily cash reports
• Exceptional interpersonal skills; listening skills are essential while remaining open to other ideas and trying new things
• Conducts self with professionalism and in a tactful manner, treating others with respect and consideration
• Follows through on commitments
• Strong customer service orientation, responding quickly and appropriately to customer needs, and managing difficult or emotional situations
• Demonstrates ability to perform and maintain Annual Competencies

Requirements

• One year certificate from college or technical school with concentration in administrative support for medical settings or at least three years’ experience in an occupational health clinic or ambulatory care clinic or office
• Experience preferred

Qualifications

• Strong computer skills and knowledge of Internet software, Spreadsheet software and Word Processing software
• Knowledge of Medical Practice software a plus
• Knowledge of medical record filing and coding systems and medical terminology preferred

Skills

• Exceptional interpersonal skills
• Listening skills are essential while remaining open to other ideas and trying new things
• Professionalism and tactfulness
• Customer service orientation

Benefits

Competitive pay
Full-time team members benefits including medical, dental, vision, life and disability insurance, a 401(k) program with company match, paid holidays and vacation time, a company-sponsored wellness program, EAP, access to virtual primary care and virtual behavioral health at no cost for team members and their dependents

Pay

Competitive pay

Schedule

Full-time