Administrative Assistant - Health Center

Job Summary

Acts as a hub of communication for the health center performing a variety of administrative and support activities for the PACE medical providers and health center team. Requires a working knowledge of organizational policies and procedures. Assists and directs participants in the health center, resolves administrative clinical issues and inquiries; composes, edits, and proofreads correspondence and departmental reports, and prepares a range of clinical documents. Must be organized, service oriented, and able to work independently and within a team. Must be able to work on multiple competing projects and meet recurring deadlines.

Duties/Responsibilities

• Coordinates and performs a range of operational and supportive health center activities including triaging health center phone calls. 
• May escort day center participants who need assist to the health center for their scheduled appointments and manage the flow of the health center waiting area. 
• Make appointment reminder calls to participants and/or caregivers prior to scheduled Health Center or Outside Specialist appointments in collaboration with the Centralized Scheduling office.
• Provides administrative/secretarial support for the health center such as answering telephones, triaging phone calls for the medical providers, and resolving and/or referring a range of clinical administrative problems and inquiries. 
• Ensures paperwork/documentation is routed to the correct source for processing (nursing, billing, medical records etc.).
• Maintains admission and discharge grid for Pharmastar on a daily basis. 
• Compose and edit correspondence and/or memoranda as directed or based on established department policies.
• Prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings, compiles forms, facilitate interagency forms completion, authorizations, and eligibility. 
• Ensures participants privacy and adheres to all HIPAA rules and regulations.  
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for the Medical staff.
• Manages Medical staff mailboxes, incoming and outgoing mail for the health center and may serve as a back-up to the medical assistant as appropriate.  
• Compiles and distributes incoming faxes of consults, laboratory reports etc. to appropriate medical provider for review. 
• Maintains service focus with internal and external customers, including participants, peers, and vendors.  
• Participates in data collection and quality improvement activities of the health center as requested. Disseminates reports generated by the Health Center Manager.
• Contact previous weeks’ referral offices to follow up on any needed future appointments. If an appointment was made directly with the participant, that appointment would be cancelled and routed through the Centralized Scheduling Department. 
• Performs other related duties as required and assigned.

Required Skills & Abilities:

• Ability to maintain confidentiality
• Ability to prioritize tasks and meet project deadlines
• Proficiency with MS Office Suite or similar software
• Dependable and punctual with ability to maintain consistent attendance
• Ability to read, write and comprehend English
• Ability to maintain sound judgement under stress and communicate effectively

Education Requirements:

• High School Diploma or Equivalent, Required
• Bachelors, Preferred 

Physical Requirements:

• Must be able to tolerate prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds and at times up to 20 pounds.
• Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
• Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.  

Experience:

• 1 to 3 years of office support experience, Preferred
• 1 to 3 years of Medical Office/Clinical Experience, Preferred
• 1 to 3 years of EMR Experience Preferred
• 1 year of experience working with a frail or elderly population, Preferred 

Position Requirements: Driver's License & access to reliable transportation: community-based travel may be required. 

Management Responsibility: No

Time & Attendance Responsibility: No