Job Summary: Facilitates planning, organization, and activities of the Department Head/Physician. Provides administrative services such as scheduling appointments, preparing correspondence and manuscripts, and maintaining departmental logs.
Minimum Job Requirements:
Two to three years of healthcare/physician’s office experience required.
Administrative Assistant experience required.
Knowledge/Skills/Abilities:
High school education or equivalent preferred.
Knowledge of mental health field preferred.
Knowledge of medical terminology.
Able to adapt and react calmly under stressful conditions.
Excellent time management and prioritization skills; Able to prioritize and successfully handle multiple concurrent task.
Strong problem solving skills and attention to detail.
Able to work in a team environment.
Able to work independently and flexibly with minimal supervision.
Able to represent department/function in a professional, courteous, and efficient manner.
Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
Able to maintain confidentiality of sensitive information.
Job Specific Duties:
Answers and screens calls for clinicians regarding patients and patient records in a professional manner. Takes messages as needed.
Assists physicians in filling out credentialing applications, medical license requirements, and current memberships.
Submits work orders to maintain appropriate phone, computer, and equipment repair and services.
Coordinates all Global Health appointments for the Psychology department.
Coordinates all onboarding processes (VM, track evals) for fellows, interns, doctoral interns and doctoral practitioners.
Coordinates all IT support requests for the team and follows up as needed.
Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated with minimal edits by payroll department.
Works with internal finance and billing team to resolve billing discrepancies.
Sets up medical team for conferences. Reviews and submits expense reports and prepares travel reimbursement.
Gathers data for general information purposes or special reports, contacting other employees, departments, agencies, and individuals for additional documents and or reports as necessary.
Facilitates planning, organization and activities of the Department Head/Physician to ensure efficient and effective work flow coordination.
Handles maintenance of employee records; creates and sets up online shared file system for employee records and posts reminders of certifications.
Answers inquiries concerning activities and operations for the Department Head/Physician.
Collects monthly data on stats (# visits, # of referrals, initial contact), reviews, and sends information to leadership in a timely manner.
Reviews, updates, and communicates departmental policies and procedures and routes through the approval process.
Maintains various logs, credential logs, billing reconciliation, etc.
Participates in Lean initiative to improve processes for opportunities to deliver higher quality, cost effective care, with greater customer service, and which impact can be measured by way of metrics.
Utilizes Lean methodology to improve the family experience in the Brain Institute. Actively involved in continuously improving the patient experience and service recovery process.
Common Duties:
Maintains accountability by ensuring compliance thru timely completion of licensures, certifications, all competencies, health requirements (PPD, N95, Flu, etc.), and education requirements.
Maintains accountability and timekeeping expectations as outlined by MCHS Timekeeping and Attendance policy & procedures. Ensures behavior is compliant with communication standards.
Ensures behavior meets and/or exceeds targeted service scores as measured by the Service Index and/or the internal departmental service survey.
