Administrative Assistant and Surgical Assistant Float Reports to: This position reports to the Laser and Surgery Center (LSC) manager.
General Summary:
The incumbent provides and oversees a full range of clerical and specialized administrative functions as well as providing coverage for some surgical and pre-op positions. Assignments involve work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgement, tact, and diplomacy as well as a practical knowledge of the practices and procedures of Human Capital Management and the surgery center.
Essential Job and Responsibilities Education:
A Minimum of a High School Diploma or equivalent.
Experience:
2 years' experience in a medical practice setting preferred. Knowledge of basic medical terms and practices is preferred.
Skills:
Proficiency in Practice Management System experience. Must be proficient in Microsoft Office products including Word and Excel. Skill in exercising a high degree of initiative, integrity, discretion, and decision-making to achieve organizational objectives. Always maintains confidentiality and discretion. Ability to work in a team. Proficient in spelling, punctuation, grammar, and other English language skills. Better than average customer service and communication skills. Computer use and skills with experience troubleshooting. Ability to multi-task, with a high level of motivation and attention to detail. Independent thinker who can function effectively in a rapidly growing environment. Highly organized and ability to integrate organizational properties and deadlines; a self-starter possessing excellent organizational and technical office skills. Skilled in achieving goals and objectives. Ability to always ensure accountability. General Responsibilities Perform clerical jobs as needed. This includes but is not limited to creating, maintaining, and updating policy manuals for LSC. Maintaining LSC emergency contact list. Assists HR in tracking credentialing of clinical staff, including but not limited to nurse and surgical technician licenses, BLS certificates, etc. Drafts correspondence as well as Excel spreadsheets. Filing and scanning as assigned. Compile meeting/training notes, monthly audit results, enters data and compiles information in database. Organize meetings and take minutes for meetings, including but limited to infection prevention, risk management. Participates in Safety Programs. May have contact with firms, organizations, or individuals from outside the company for coordination purposes. Coordinate and maintain provider credentialing and recredentialing for the Laser and Surgery Center, including collecting and verifying required documentation, monitoring expiration dates, maintaining credentialing files, communicating with providers regarding outstanding requirements, and assisting with credentialing applications and approvals. Ensure credentialing records are complete, current, and maintained in accordance with facility policies and applicable regulatory requirements. Responsibilities may expand over time to include additional organizational credentialing functions, including provider enrollment and credentialing with insurance payers for the clinic. Assist in accountability of implementing updated policies and procedures to meet DOH requirements for the LSC. Provide coverage as needed for LSC Patient Service Representative. This includes coverage for the front desk checking in patients, assisting with patient inquiries, answering phones, etc. Conduct and coordinate monthly medical chart, anesthesia, infection control and surgeons' peer review audits and quarterly pharmacy reviews. Infection control preparation and dissemination to each doctor for review and signature. Assist with distributing, tracking, reminding, collecting, and filing completed annual education and training certifications and other requirements for staff, providers, and contracted providers, using materials and tracking tools prepared and organized by the responsible department. Assist with organizing, disseminating, collecting, compiling, and maintaining regulatory documents as needed. Prepare and distribute a weekly surgery report identifying provider-selected implants and any missing implant information so the Inventory Specialist can reconcile used supplies, review inventory needs, and place orders. Assist the Inventory Specialist with uploading purchase orders and invoices and with other administrative duties as needed. Review and process patient refunds in QuickBooks. Complete a one-time special project to create a list of positive pay checks. Compile and analyze referral-tracking data. Track and analyze drug profitability. Provide coverage as needed for Central Supply Technician. This includes cleaning and processing instruments, autoclave and rotating supplies, biochemical sterilization testing tubes on each surgical case and keep record of results, record autoclave results on log sheet, etc. Provide coverage as needed for FEMTO laser. Must adhere to all
HIPAA/HITECH
guidelines. Participate with in-service opportunities and staff meetings. Initiate IT tickets as needed. Other duties as assigned. Physical Demands Average visual acuity is acceptable. Must be able to use visually orientated medical equipment, i.e., B.P. monitor. Average auditory acuity is acceptable. Must be able to use auditory orientated equipment, i.e., stethoscope. Must be able to communicate person-to-person and via telephone. Must be able to adequately perform the use of scissors, syringes, tape, gauze, and other simple medical supplies. Average hand dexterity is acceptable. Must be able to adequately perform hand movements in fine manipulation, gross manipulation, simple grasping, firm grasping and hand twisting. Must be able to maneuver upper body adequately to lift between 1-15 lbs. on a regular basis from floor to waist, 1-5 lbs. from waist to shoulder and 1-5 lbs. from shoulder to overhead. Must be able to push, pull, bend, twist and reach up to 66% of the time. Must be able to push patients in wheelchairs. Potential Job Exposures include Bloodborne pathogens, Communicable diseases, Chemicals, Steam, Pressurized, Cylinders, Sharp Objects, Moving parts of equipment, etc. Safety Equipment provided are Gloves, Glasses, Protective Gowns, Hair Restraints, Masks/Shoe Covers, Fire Extinguisher, Sharps Containers, Bio-hazard disposal, etc.
