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, and assisting with various administrative tasks in a healthcare facility.

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, ensuring patient confidentiality.
• Store or dispose of obsolete files according to company procedures and compliance 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 and tube labels for routine and non-routine blood work, pack boxes for shipment, and direct them to the appropriate laboratory.
• Assist in collecting data 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 ongoing compliance with medical records standards.
• Maintain accurate records of hospitalization, patient travel, and related activities to facilitate coordination of scheduling and ancillary testing.
• Prepare medical records for facsimile or mail related to travel, transplant, disability, and others.
• Organize patient travel by contacting and providing 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 scheduling appointments.
• Record minutes of meetings 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 the draw is completed.
• 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 communication skills, both verbal and written.

Working Conditions

The role involves desk and personal computer work, interaction with patients, facility staff, and physicians. Travel between assigned facilities and various community locations may be required, including regional, business unit, and corporate meetings. The work environment is characteristic of a healthcare facility with controlled air temperature and moderate noise levels. Exposure to infectious and contagious diseases/materials may occur.