Administrative Assistant - Health Center chez undefined

Job Summary: 
Acts as a hub of communication for the health center performing a variety of administrative and support activities for the PACE medical providers and health center team.  Requires a working knowledge of organizational policies and procedures. Assists and directs participants in the Health Center, resolves administrative clinical issues and inquiries; composes, edits, and proofreads correspondence and departmental reports, and prepares a range of clinical documents. Must be organized, service oriented, and able to work independently and within a team.  Must be able to work on multiple competing projects and meet reoccurring deadlines.

• Coordinates and performs a range of operational and supportive health center activities including triaging health center phone calls. 
• Monitor admissions/discharges and schedule Hospital/Emergency Room follow-ups, skilled facility/regulatory visits as required.
• May escort participants for their scheduled health center appointments 
• Ensure that each clinic visit has a diagnosis associated with the visit and that each note is linked properly and has the correct service location.
• Make appointment reminder calls to participants and/or caregivers prior to scheduled Health Center or Outside Specialist appointments. 
• Schedules and communicates medical follow up appointments to participants as directed by the primary care provider.   
• Arranges medical order follow-up for specialty appointments, diagnostic tests and/or procedures. Notifies participants with appointment information, including transportation schedule.  Documents all pertinent details regarding medical order follow-up in EMR.
• Monitors Orders Tracking weekly to ensure that all Specialist Consults are being processed as ordered. Coordinates with Medical Records Clerk to obtain previously ordered Specialist Consult Notes for the participants EHR.
• Coordinates appointments for in-house clinics and assists in facilitating such appointments (e.g., podiatry, audiology, dental and massage. 
• Provides administrative/secretarial support for the Health Center such as answering telephones, triaging phone calls for the medical providers, and resolving and/or referring a range of clinical administrative problems and inquiries and managing flow in the Health Center waiting room.  
• Ensures paperwork is routed to the correct source for processing (nursing, billing, etc.).
• Compose and edit correspondence and/or memoranda as directed or based on established department policies.
• Prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings, compiles forms, facilitate interagency forms completion, authorizations, and eligibility. 
• Ensures participants privacy and adheres to all HIPAA rules and regulations.   
•  Attends morning team meetings and participates as appropriate, monitors for health center follow-up. 
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for the Medical staff and maintains communication with skilled nursing facilities and alternate care settings.
• Tracks and schedules skilled and routine medical visits for attending primary care providers in nursing homes according to DOH regulations. 
• Manages Medical staff mailboxes, incoming and outgoing mail for the Health Center and may serve as a back-up to the medical assistant   as appropriate.  
• Compiles and distributes incoming faxes of consults and laboratory reports to appropriate medical provider for review. 
• Performs miscellaneous job-related duties as assigned by supervisor. 
• Arranges translation services as needed for medical appointments both internal and external.
• Follows up with vendor complaints and resolves grievances as indicated.  
• Maintains service focus with internal and external customers, including participants, peers, and vendors.  
• Maintains overall management and scheduling of internal vendor clinics with attention to participant volume and flow. Works with the clinic Medical Assistant for resolution. 
• Participates in data collection and quality improvement activities of the health center as requested. 
• Helps ensure established protocols are followed for all Health Center providers and staff. Maintains an updated reference binder for health center processes and protocols.

Required Skills & Abilities: 
Ability to maintain confidentiality
Ability to prioritize tasks and meet project deadlines
Proficiency with MS Office Suite or similar software
Dependable and punctual with ability to maintain consistent attendance
Ability to read, write and comprehend English
 Ability to maintain sound judgement under stress and communicate effectively

Education Requirement: 
High School Diploma or Equivalent, Required
Bachelors, Preferred 

Physical Requirements: 
Must be able to tolerate prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds and at times up to 25 pounds.
Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
 Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.  

Experience:  
1 to 3 years of office support experience, Preferred
1 to 3 years of Medical Office/Clinical Experience, Preferred
1 to 3 years of EMR Experience (Cognify), Preferred
1 year of experience working with a frail or elderly population, Preferred 

Licensure & Certification Requirements: 
None

Position Requirements:
Driver's License & access to reliable transportation