Clinic Administration Assistant

About the Role

Perform general office duties incorporating a variety of basic and routine clerical and secretarial tasks in a clinical environment. Serve as the "face" of one of our outpatient or hospital facilities, using your administrative skills to impact the lives of 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 deliver the best customer care for patients living with kidney disease.

Responsibilities

• Patient Engagement and Front Desk
  • Answer telephone and route calls to the appropriate person.
  • Professionally greet all patients and guests.
  • Maintain a professional environment at all times; monitor the reception and waiting areas.
  • Distribute incoming mail.
  • Obtain necessary signatures to ensure efficient processing of admissions data in accordance with company policies and procedures.
  • Ensure all aspects of patient confidentiality are maintained.
• Scheduling and Registration
  • Maintain accurate records of hospitalization, patient travel, etc., to facilitate coordination of patient scheduling, ancillary testing, and related tasks.
  • 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 transient patient paperwork.
  • Coordinate transfer placements and confirmations with the Clinical Manager.
  • Confirm admissions paperwork is completed and sent to designated departments, such as billing, by collecting, faxing, and scanning.
  • Assist with medical appointment referrals and scheduling.
  • Assist with transportation coordination and referrals.
  • Ensure data entry is completed for Crown Web, related to ESRD 2728, ESRD 2746, and PART.
  • Perform 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 company offices and outside vendors or 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 (e.g., H&Ps, monthly physician progress notes, care plans).
  • Assist in the collection of patient demographic information and continuous quality improvement data.
  • Assemble, file, and maintain patient medical records.
  • Print patient schedules 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.

Requirements

• High School Diploma or GED required.
• Minimum 6 months of relevant experience without a degree; 1-2 years of related experience preferred.
• Experience with computers and Microsoft Office applications (Word, Excel, PowerPoint) preferred.
• Good verbal communication skills and a pleasant telephone manner.

Skills

• Knowledge of office procedures.
• Proficiency in Microsoft Office applications and ability to adapt to supporting software applications.
• Professional attitude and appearance.
• Strong written and verbal communication skills.
• Resourcefulness and proactivity in resolving issues.
• Strong organizational, multitasking, and time-management skills with the ability to prioritize tasks.
• Customer service orientation.

Physical Demands and Working Conditions

Day-to-day work includes desk and personal computer work, with 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 is characteristic of a healthcare facility with controlled air temperature and moderate noise levels. May be exposed to infectious and contagious diseases/materials.