Administrative Assistant I

Employment Type:

Shift:

Description:

POSITION PURPOSE

In support of a team of physicians, mid level providers, and Triage RNs, performs administrative duties and responsibilities. Follows procedures to prepare correspondences and schedules and coordinates meetings. Retrieves data from a variety of sources, and enters it into established reports. Problem solves issues. Primary contact is with physicians, RNs, internal staff, managers and patients and answers questions by referencing a variety of routine sources. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Provides comprehensive administrative and secretarial support to team of physician, mid level providers, and Triage RNs, utilizing critical thinking skills and knowledge of departmental and organizational policies and procedures in a fast paced, ever changing work environment. Independently manages daily schedules and coordinates multiple calendars for providers in scheduling software (such as EPM and Outlook), ensuring the schedule is full, taking the initiative to rearrange the schedule as necessary, and informing the team of schedule changes. Performs a variety of general secretarial and administrative duties such as copying, collating, running errands, assembling and distributing packets, mailings and memos.  Also performs duties and tasks specific to the functions and needs of the department. May coordinate arrangements for physician meetings, including scheduling, catering, preparing materials and agendas, recording and preparing minutes, and follow-up activities.  Attends meetings as needed. Works with confidential and highly sensitive information on a daily basis. Anticipates team needs and takes initiative to develop action plans to resolve daily challenges, using judgment and discretion. On a daily basis, deals with staff, physicians, medical professionals, patients, visitors, and external customers, responding to inquiries regarding patient care, records, and other matters utilizing knowledge of organization and problem-solving skills.  Directs incoming patient and physician office calls, working closely with the Team RN to answer a high volume of patient inquiries and process patient test results.  Acts as an advocate for the patient for any concerns regarding appointments, plans of care, complaints, communicating normal test/procedure results. Schedules patient appointments for Michigan Heart, requiring attention to detail, knowledge of medical terminology, patient demographics, insurance verification and eligibility.  Schedules and coordinates cardiology testing as needed. 

Accurately schedules appointments, gathering the proper information needed to complete the appointment.

Maintains accurate patient demographics in the EHR/EPM including insurance.

Utilizes information on insurance par lists. Knowledge of when an insurance authorization is needed and where to get it.

Outpatient Clinic/Testing: Proactive collaboration with Providers, MAs in clinic and Testing Staff.

Monitors Triage task box to assure all requests/follow up questions are addressed.  Provides accurate/concise triage messaging and tasking. Participates in obtaining any information needed by the Physician, MLP and/or RN to complete patient care tasks. Composes patient correspondences as needed. Provides support for the front desk, procedure schedulers and call center when questions arise about policy and procedures. Other duties: Maintains/monitors patient portal, Triage team faxes, answers multi-line back door phone, Triages lab and test results, and accountable for TA Pager. Manages journal and professional organization renewals.  Occasionally makes travel arrangements and tracks expenses. Assists in special projects as requested. Orientation of new Team Assistants as needed. Maintains good rapport and cooperative relationships.  Approaches conflict in a constructive manner.  Helps to identify problems, offer solutions, and participate in their resolution. Maintains the confidentiality of information acquired pertaining to patient, physicians, employees, and visitors to Saint Joseph Mercy Health System.  Discusses patient and hospital information only among appropriate personnel in appropriately private places. Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management. Behaves in accordance with the Mission, Vision and Values of Saint Joseph Mercy Health System.

OTHER FUNCTIONS AND RESPONSIBILITIES

Performs other duties as assigned.

REQUIRED EDUCATIONEXPERIENCE AND CERTIFICATION/LICENSURE

High School Diploma or equivalent - Required 0 – 3 years of administrative support experience - Required  

REQUIRED SKILLS AND ABILITIES

Basic knowledge of general/standard administrative functions and of department policies and procedures Proficient in at least one MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.).  Proficiency in more than one is desirable but not required. Good organizational and time management skills.  Demonstrates ability to work independently in a detail-oriented environment where multi-tasking and deadlines are in place. Attention to detail and knowledge of medical terminology for transcription. Good communication and interpersonal skills to effectively communicate with internal staff, managers, visitors and patients.  Tact and discretion in all interactions internally and externally. 

WORKING CONDITIONS

Normal office environment. Occasional lifting of up to 25 pounds, bending, standing and walking.

This document is intended to describe the generalized duties and responsibilities, the specialized job functions, and the essential requirements of this job.  It is not intended to be an exhaustive statement of all supplemental duties, responsibilities, or non-essential requirements or reflect any accommodations made under the American’s with Disability Act, the Michigan Handicapper’s Act, or SJMHS’s Return to Work Program

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.