Administrative Assistant

Summary

This position provides friendly, professional and efficient telephone answering, call directing, staff paging, and visitor greeting. Performs various data entry and word processing tasks, processes incoming interoffice and USPS mail and outgoing interoffice mail, and is responsible for performing clinical scheduling and patient admitting in collaboration with all disciplines and facilitating communication related to scheduling.

• (30%) Coordinates scheduling of all rehabilitation services optimizing therapist time and department efficiency.
• (30%) Greets all patients and their families or escorts in a courteous and professional manner.
• (20%) Addresses any questions regarding treatment, insurance, or other concerns in a timely manner.
• (10%) Ensures the proper, accurate and efficient flow of information such as filing, faxing and distributing communications and other materials between the office, clinical areas and other supporting departments.
• (10%) Answers telephone utilizing appropriate telephone etiquette and interpersonal skills to promote excellent public and interdepartmental relations.

• Provides excellent service by maintaining positive relations with all customers, assisting with resolving questions, inquiries and/or issues.
• Provides timely patient access to services and optimizes clinician time by managing schedules and patient waitlists.
• Serves as a resource for smooth operations in clinical areas.
• Ensures proper flow of patients to appropriate location within rehab services.
• Registers and admits patients verifying current order and insurance coverage.
• Leads denial management for the department and follows up on required documentation for payment.
• Maintains professional appearance of reception area including lobby and assists with patient care by preparing and cleaning treatment areas.
• Discharges patient charts according to department procedures.
• Responds to record requests from other departments and outside agencies according to affiliate policies and procedures in a timely manner.
• Orders necessary medical and office supplies as designated by manager or supervisor.
• Promotes process improvement and communicates with manager or supervisor regarding effectiveness and efficiency of work procedures.
• Schedules meetings for the department manager, supervisor and or clinician as needed.
• Attends appropriate meetings.
• Other duties as assigned.

• High School Diploma or GED

• Successful completion of My Michigan Health and affiliate specific orientation.
• Successful completion of new hire competency.
• Knowledge of reading, writing, mathematical, word processing, and computer skills in order to efficiently complete daily tasks.
• Ability to operate all office equipment including computer, printer, photocopier, facsimile machine, multi‑line telephone, and calculator.
• Knowledge of medical office practices, medical terminology, and policies and procedures as normally acquired through 1 year experience working in the health field.
• Ability to multi‑task and work under pressure of deadlines, changes in schedules, and office routines.
• Ability to recognize the needs and concerns of people and possess interpersonal skills needed for effective verbal and written communication in the English language to interact with people individually and in a group at all levels.
• Ability to work independently, demonstrating problem solving and organizational skills, time management skills and initiative.
• Organizational skills needed for smooth flow of both the clinic and patient.
• Mandatory Occupational Safety and Health Administration (OSHA) security is required and must be completed annually according to the Exposure Control Plan.
• Ability to work where employee may be exposed to communicable diseases.

Exposure to stressful situations, including those involving public contact, as well as trauma, grief and death. Able to wear personal protective equipment that includes latex materials or appropriate substitutes if required. Must be able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined. Overall vision and hearing is necessary.

Frequently required to sit, stand or walk for long periods of time; may require frequent postural changes such as stooping, kneeling or crouching. Some exposure to blood borne pathogens and other potentially infectious material; must follow My Michigan Health blood borne pathogen and TB testing as required. Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.

Overall dexterity is required including handling, reaching, gripping, fingering and feeling; may require repetition. Physical Demand Level: Sedentary. Must be able to occasionally lift or carry 0–10 lbs.