Administrative Assistant Position Available In Hillsborough, Florida

Administrative Assistant Ravive Plastic Surgery & MedSpa Tampa, FL 33629

RESPONSIBLE TO:

Doctor and/or the delegated Manager

JOB SUMMARY

Supports daily operations of the practice, backs up the administrative team, oversees marketing tasks, helps streamline patient flow, maintains physical office environment, and manages data and metrics

EDUCATIONAL REQUIREMENTS

• College degree required
• Bachelor’s degree preferred

QUALIFICATIONS AND EXPERIENCE

• Experience working in a plastic surgery practice is strongly preferred
• Strong written and verbal communication skills and the ability to effectively present information and respond to questions from patients, physicians, and staff
• Ability to write reports and summarize correspondence with patients
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
• Ability to manage multiple tasks in a fast-paced but supportive environment
• Must have intermediate proficiency with Microsoft Office products, especially Excel
• Must be experienced with Electronic Medical Record systems
• Neat, professional appearance
• Ability to handle stressful situations and multitask under pressure
• Maintenance of highest degree of professionalism at all times Key Responsibilities include, but are not limited to: Operations
• Optimize patient appointment schedule and practice flow
• Suggest improvements to efficiency, across scheduling, staffing, marketing
• Manage inventory and supplies in the practice management software program, making sure prices are updated and orders are placed and received in the software
• Track and order medical and office inventory and supplies as needed
• Maintain Doctor’s hospital privileges, licensure, malpractice insurance, and CME
• Coordinate with IT team to ensure all systems run efficiently with appropriate reoccurring backups
• Serve as in-house EMR superuser and liaison with vendors
• Oversee and manage special office projects and facility maintenance
• Facilitate requests for medical records
• Assist in rooming patients as needed
• Back up to patient coordinator: managing leads, scheduling appointments, providing financial quotes, and securing surgery dates
• Back up to the medical receptionist/surgery scheduler: answering phones, scheduling appointments, and taking payments for consultations, surgeries, and non-surgical aesthetic services Marketing
• Assist Doctor with creating social media content in coordination with the marketing consultant(s)
• Oversee collection of before/after photo galleries and patient testimonials; send approved photos to the website partner to regularly add to the online photo gallery
• Conduct quarterly competitive market analysis (i.e., price shopping), proposing pricing suggestions based on findings
• Implement patient satisfaction surveys for improved quality control
• Create, manage and update templates and documents (letters, consents, financial policies, intakes, etc.) as needed Reporting
• Compile key metrics and generate internal reports monthly
• Run metrics to determine conversion rates, growth opportunities, and areas for improvement
• Evaluate ROI for all procedures, determining necessary fee increases and price changes
• Document and summarize team meetings Other
• Help with maintenance of the office facility and equipment
• Assist the physician with in-office procedures, including setup, instrument handling, and post-procedure cleanup.
• Ensure all exam rooms are stocked
• Maintain proficiency with all software utilized in the practice, including but not limited to the EMR, CRM, imaging software, phone systems, and internet applications
• Maintain patient confidentiality by following the HIPAA Compliance Plan established by the practice; release PHI in accordance with the practice’s HIPAA Compliance Plan, attend regular HIPAA training, maintain data security by refusing to share computer and other passwords, and report all identified and suspected HIPAA violations to the Privacy Officer
• Attend educational courses as requested
• Perform all other relevant and appropriate tasks as requested by Doctor or the

Manager Disclaimer:

This list is not exhaustive and may be changed at any time. Growth Potential As our practice grows, we’re looking to promote from within. This role is ideal for someone who wants to gain hands-on experience across operations, marketing, and patient support – with the potential to grow into a managerial position. Access to PHI (Protected Health Information) This position has the authority to access all PHI, although the nature of the job does not usually require daily access to it. The nature of this position’s access to PHI may require review of computerized schedules, computerized medical records, computerized and paper-based billing and reimbursement data, patient referral forms, lab results, tests, and encounter form data in order to analyze information, resolve a patient’s unpaid claim or bill, or address another managerial or administrative issue. Supervisory Responsibilities This position has minimal supervisory responsibilities. Typical Physical Demands Position requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required. Employee must have normal range of hearing and eyesight to record, prepare, and communicate appropriate reports. Typical Working Conditions Normal office environment. Occasional evening or weekend work.

Job Type:

Full-time Pay:

$20.00 – $22.00 per hour

Schedule:

8 hour shift Weekends as needed

Work Location:

In person