Clinic Administrative Assistant

About the Role

Maintains files of medical records and performs clerical duties to ensure proper maintenance of patient charts and records. Works in compliance with guidelines for release of information, utilizing electronic health record systems for data entry, report generation, and inquiry purposes. Assists with administrative tasks, patient coordination, and facility operations.

Responsibilities

• Answer telephones and route calls to the appropriate person.
• Monitor and distribute incoming mail, both email and postal delivery.
• Greet visitors and patients, directing them to the appropriate location or person.
• Maintain inventory of facility supplies, including ordering staff uniforms and name tags.
• Compile and maintain medical records of in-center and home patients according to company policies and regulatory requirements while ensuring patient confidentiality.
• Store or dispose of obsolete files according to Fresenius Medical Care Compliance Records Management procedures and applicable regulations.
• Assist with Daily Validation reports and processes.
• Coordinate facility accounts receivable and payable functions, including creating purchase orders, receiving and scanning documents, and assisting with travel reimbursement.
• Prepare lab slips, tube labels, and pack boxes for shipment to appropriate laboratories.
• Assist in data collection for facility reports, such as Continuous Quality Improvement reports, comorbid documentation, and TAP reports.
• Assist with month-end reporting requirements and generate reports as needed.
• Audit records for compliance with medical records standards.
• Maintain accurate records of hospitalization, patient travel, and ancillary testing to facilitate patient scheduling.
• Prepare medical records for facsimile or mail related to travel, transplant, disability, and other needs.
• Organize patient travel by contacting providers and supplying requested medical records.
• Coordinate transient patient paperwork and transfer placements with the Clinical Manager.
• Confirm admissions paperwork is completed and sent to designated departments, such as billing.
• Assist with medical appointment referrals, scheduling, and transportation coordination.
• Scan medical records into the Document Imaging program as needed.
• Ensure data entry for government reporting (Crown Web related to ESRD 2728, ESRD 2746, and PART).
• Prepare and type routine correspondence and reports.
• Set up and maintain filing systems and basic databases.
• Complete forms and reports required by company offices and outside vendors or agencies.
• Maintain facility calendar and daily schedule, including arranging meetings and appointments.
• Record meeting minutes and provide documentation as needed.
• Make copies of correspondence and other printed documents.
• Assist with basic personnel and administrative functions.
• Act as a backup to other clerical staff in the office.
• Centrifuge blood or refrigerate according to laboratory specifications after draw.
• Assist with laboratory work processes and post/enter lab results into the electronic database.

Requirements

• High School Diploma required.
• 0 - 1 year's related experience.
• Computer skills, specifically knowledge of word processing applications.
• Good verbal and written communication skills.

Working Conditions

Day-to-day work includes desk and personal computer work, interaction with patients, facility staff, and physicians. The position requires travel between assigned facilities and various locations within the community, including regional, Business Unit, and Corporate meetings. The work environment is characteristic of a healthcare facility with air temperature control and moderate noise levels. May be exposed to infectious and contagious diseases/materials.