Position Summary:

Under the general supervision of the Purchased/Referred Care (PRC) Supervisor, the PRC Administrative Assistant supports the PRC office's strategic objectives by planning, organizing, and carrying out assigned administrative functions that help operate and maintain department activities and services. This position maintains confidentiality at all times and supports a viable PRC program that demonstrates compliance with applicable policies and regulations. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

Update applicable records, including files and the electronic health record (EHR), while ensuring ongoing survey accreditation readiness. Compose and send correspondence to patients. Have thorough knowledge of Purchased/Referred Care (PRC) processes, policies, and requirements. Carry out administrative support duties to ensure efficient office operations, including filing, copying, and scanning documents. Attend in-services, meetings, and online training as required. Meet, greet, and provide professional assistance to customers. Scan incoming Certificates of Indian Blood, PRC applications, and proof of residence documents into the EHR. Serve as the primary contact point by receiving and logging PRC visitors and informing appropriate staff. Answer incoming phone calls, take accurate and detailed messages, maintain a phone log, and log incoming documents into an Excel spreadsheet to ensure accuracy. Create and maintain PRC files and ensure the department filing system is accurate, organized, and current. Maintain and order office supplies through requisitions and receipt of supplies. Prepare outgoing mail and forward it to Purchasing; sort and disseminate incoming mail. Uphold all principles of confidentiality and patient care according to NHF/SMH policy and guidelines. Maintain communications with IHS and non-IHS facilities regarding patient referrals. Maintain PRC files according to established department filing systems and retention practices. Receive patient/vendor notifications for medical services. Participate in and contribute to NHF/SMH and departmental quality improvement initiatives. Provide administrative support to the immediate supervisor, including scheduling assistance, document preparation, and follow-up on assigned tasks. Perform other duties as assigned.

Minimum Qualifications:

Two (2) years of progressive work experience in administrative/clerical support in the healthcare field. High school diploma or General Equivalency Diploma (GED). Ability to speak the Navajo language is preferred. Must successfully pass the Employee Health Program requirements and background investigation.

Knowledge, Abilities, Skills, and Certifications:

Excellent customer service and telephone communication skills. Ability to work in a high-stress environment while performing tasks requiring attention to detail and precision. Ability to work independently and complete tasks assigned by the supervisor. Ability to perform work duties in a competent manner with a sense of urgency. Ability to speak the Navajo language and/or be familiar with the Navajo Way. Ability to successfully utilize office equipment such as e-fax, manual fax machines, and scanners.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit for long periods of time. The employee is frequently required to walk, stand, bend, and stoop. The employee may occasionally lift and/or carry items weighing up to 25 pounds.

Work Environment:

Work is generally performed in an office with a moderate noise level. 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