Clinic Administrative Assisstant

Purpose and Scope

Perform general office duties in a clinical environment, acting as the face of an outpatient or hospital facility and using administrative skills to impact patients and families.

• Answer telephone calls and route them appropriately.
• Professionally greet patients and guests.
• Maintain a professional environment at all times and monitor reception and waiting areas.
• Distribute incoming mail.
• Obtain necessary signatures to ensure efficient processing of admissions data in accordance with FMCNA policies.
• Ensure all aspects of patient confidentiality are maintained at all times.

• Maintain accurate records of hospitalization, patient travel, etc., to coordinate patient scheduling and ancillary testing.
• 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 with 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.

• Set up and maintain filing systems and basic databases.
• Complete forms and reports as required by company offices and external vendors and 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.
• Assist in the collection of Patient Demographic Information and Continuous Quality Improvement Data.
• Assemble, file and maintain patient medical records.
• Print patient schedule 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.

• Knowledge of office procedures.
• Proficiency in Microsoft Office applications.
• Ability to adapt to supporting software applications.
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Resourceful and proactive problem‑solving.
• Strong organizational skills.
• Multitasking and time‑management skills with the ability to prioritize tasks.
• Customer service attitude.

• Desk and personal computer work with possible interaction with patients, staff and physicians.
• May require travel between assigned facilities and locations within the community.
• Work environment characteristic of a health care facility with controlled temperature and moderate noise levels.
• May be exposed to infectious and contagious diseases/materials.
• Reasonable accommodations may be made for individuals with disabilities.

• None

• High School Diploma or GED required.

• Minimum 6 months relevant experience without a degree.
• 1–2 years related experience preferred.
• Background in working with Microsoft Word, Excel and PowerPoint.
• Good verbal communication skills.
• Pleasant telephone manner.

This position offers a comprehensive benefits package that includes medical, dental, and vision insurance, a 401(k) with company match, paid time off, parental leave, and potential for performance‑based bonuses.

Fresenius Medical Care maintains a drug‑free workplace in accordance with applicable federal and state laws.