Clinic Administrative Assistant

Purpose and Scope

Performing general office duties incorporating a variety of basic and routine clerical and secretarial duties in a clinical environment.

• Preparing and typing routine correspondence, form letters, and reports
• Answering telephone calls and routing them to the appropriate person; greeting visitors and patients, and directing them to the appropriate location or person as needed
• Setting up and maintaining filing systems and basic databases as applicable
• Completing forms and reports as required by various company offices and outside vendors and agencies
• Recording the minutes of meetings and providing the resulting documents as necessary
• Making copies of correspondence and other printed matter as required by manager
• Preparing purchase orders using the appropriate software application
• Assisting with department/facility accounts receivable and accounts payable functions as needed
• Distributing incoming mail
• Maintaining calendar and daily schedules
• Scheduling appointments and arranging meetings
• Maintaining inventory of the necessary office forms and supplies
• Assisting with various basic personnel administrative functions as needed
• Acting as backup to other clerical personnel in office as needed
• Assisting in the collection of Patient Statistical Profile and Continuous Quality Improvement Data
• Assisting with month‑end reporting requirements
• Assisting in auditing records for ongoing compliance with medical records standards
• Maintaining accurate records of hospitalisation, patient travel, etc. to facilitate coordination of patient scheduling, ancillary testing, etc.
• Preparing medical records for facsimile or mail related to travel, transplant, disability and others
• Organising travel for patients by contacting and providing requested medical records
• Co‑ordinating with transient patient paperwork
• Co‑ordinating transfer placements and confirmations along with Clinical Manager
• Confirming admissions paperwork is completed and sent to designated department(s), such as billing, by collecting, faxing and scanning
• Assisting with medical appointment referrals and scheduling
• Assisting with transportation coordination and referrals
• Ensuring data entry has been completed for Crown Web
• Other duties as assigned
• Additional responsibilities may include focus on one or more departments or locations; see applicable addendum for department or location specific functions

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Day‑to‑day work includes desk and personal computer work and possible interaction with patients, facility staff and physicians. The position may require travel between assigned facilities and various locations within the community.

The work environment may be characteristic of a health care facility with air temperature control and moderate noise levels. May be exposed to infectious and contagious diseases/materials.

High School Diploma required.

• Minimum 6 months relevant experience without a degree; 0‑6 months experience with an Associate degree or secretarial school
• Experience working knowledge of computers with Microsoft Word, Excel and PowerPoint preferred
• Good verbal communication skills
• Pleasant telephone manner

Fresenius Medical Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, parental status, national origin, age, disability, military service, or other non‑merit‑based factors.