Administrative Assistant, ENT and Audiology

Job Description

This position is responsible for providing clerical and administrative support to the ENT and Audiology Departments. This includes the scheduling of appointments and diagnostics tests, communicating with internal and external customers, preparing charts for appointments, and managing phone calls and the rescheduling of patients. This position is expected to support the mission, goals and objectives of the clinic.

• High School diploma/equivalent.
• Excellent verbal and written communication skills.
• Demonstrated ability to multitask.
• Advanced organizational skills.
• Proven ability to manage multiple priorities daily.
• Keyboarding skills
• Knowledge in Microsoft Word, Excel, Power Point and Outlook
• Experience using Internet

• Associates Degree (AA) in secretarial services, office support or business preferred
• Minimum of two years medical office experience preferred
• Experience with electronic billing, medical record and data base software preferred

• Answers incoming department/program phone lines in a timely and courteous manner.
• Schedules appointments for services provided by the ENT/Audiology clinic including diagnostic testing.
• Responds and forwards calls as appropriate.
• Manage department work-queue and call patients to schedule appointments.
• Reschedule patients for ENT/Audiology when provider schedule changes.

• Responds to inquiries from current clients.
• Provides timely and accurate follow up to all inquiries.
• Creates and maintains client mailing lists.
• Assists with marketing initiatives including copying and mailings.
• Obtains referrals from primary physicians through EMR. Obtains referrals from outside organizations and forwards to HIM department.
• Completes charge tickets for hearing aids, post payments in EMR, and fills out receipts.
• Track and file newborn hearing screens.
• Pre-visit planning to include preparation for upcoming week’s hearing aid consults, complete business office forms, and request insurance coverage information for hearing aids.
• Track incoming communication from Business Office regarding hearing aid benefits, and print and file in chart.

• Maintains the walk-in clinic schedule and coordinates provider/nurse schedules.
• Manages PTO requests and ensures that templates are adjusted appropriately.
• Completes weekly staffing update and sends to staff.

• Attends clinic meetings, and as requested, documents minutes; types and distributes meeting minutes within appropriate timeframe.
• Maintains up to date filing system for correspondence, records, and reports.
• Types correspondence, reports, and other requested materials.
• Prepares meeting agendas and materials for meetings as requested.
• Documents messages accurately and completely and delivers messages to appropriate person in a timely manner.
• Receives and assists all visitors in a professional manner and refers them to appropriate individuals.
• Maintains department specific files.