Patient Service Rep - Pain Clinic

Employment Type: Full time Shift: Day Shift

Performs advanced secretarial and administrative duties requiring broad and comprehensive experience, skills and knowledge of departmental and organizational policies. Composes and prepares correspondence, coordinates meetings, gathers and analyzes data to develop complex reports, and assists in monitoring departmental budgets. Uses discretion and judgment when screening important visitors and telephone calls, relaying confidential and highly sensitive information, and when planning and organizing workload.

Administrative support for simulation program: orders office supplies, pantry items, ships packages, answers phone, manages keys, departmental files, renews service contracts, obtains quotes, assists manager with departmental calendar. Responsible for employee reimbursement, travel arrangements, catering. Creates reports related to utilization and course surveys. Responsible for keeping common areas clean. Creates and posts daily event signs. Responsible for coordinating equipment loans and returns from CSPD, UHS and CSR.

Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand. Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager’s directions. Types/word processes a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature. Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval.

Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager.

Develops, implements and maintains departmental record-keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files.

Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes.

Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow‑up activities. Attends meetings as requested.

Assists in monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.

Receives and reads incoming correspondence, reports, memoranda and mail. Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information. Processes outgoing mail and packages.

Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature.

Responds to inquiries regarding departmental services, records and other matters by utilizing in‑depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures.

Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Notifies appropriate staff, and directs visitors and deliveries to appropriate areas.

Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness.

Orders and maintains office and/or medical supplies. Coordinates maintenance and…