"ADMINISTRATIVE OFFICE ASSISTANT II"

Position Summary

This position will provide secretarial support services related to the main functions of the Carls Center, providing for an efficient and smooth flow for patients, students, clinical staff, and general community. Duties performed are related to carrying out the tasks involved in assuring that the complex and multidisciplinary schedules meet the clinical needs of the patients and educational requirements of students as well as adhere to regulations of multiple agencies and payers. This position also carries out the general medical office functions related to patient check-in/out, medical record prep, filing, copying, and appointment reminder calls. In addition, this position is responsible for medical record scanning and quality control for the purpose of medical record retention. Acts as the first point of contact for the office to create a positive first impression to customers.

Required Qualifications

• High school diploma or GED.
• Three years of qualifying experience or a combination of education and experience that equates to three years.
• Experience with Microsoft Word.
• Customer service experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.
• Ability to perform the essential functions of the job.

Preferred Qualifications

Knowledge of specific software programs, mainframe/systems skills may be desired by the hiring department (i.e. Excel, Access, SAP).

Duties & Responsibilities

• Performs specialized duties in support of multiple professional disciplines who participate in patient care and student education within the Carls Center, with attention to accuracy, detail, and regulatory compliance.
• Schedules patient appointments to appropriate discipline referring to guidelines of the health plans that the Carls Center participates with and student clinical experience requirements.
• Conducts appointment reminder calls.
• Scans and indexes medical records into document management software, and performs routine quality checks as per policy.
• Registers patients at check-in, confirming accuracy of information within patient management system and assures appropriate forms discussed and signed.
• Checks patients out and collects copays and deductibles as applicable.
• Assures the multidisciplinary medical records are prepared for appointment and monitors completeness and accuracy, as needed, reporting incomplete records to Clinical Supervisors, when applicable.
• Timely filing of patient information into the medical record.
• Serves as a primary support staff personnel for work area and department; answers inquiries and conducts problem solving for internal and external contacts.
• Participates in team work flow and other problem solving initiatives for efficiency and effectiveness within the clinic to carry out the Carls Center mission and vision.
• Assists in development and implementation of procedures, systems, and policies.
• May be responsible for purchasing medical and office supplies, inventory controls, routine equipment maintenance, and UHS reconciliation/bill paying.

Supervision Exercised

None.

Employee Group

Administrative Office Assistant

Staff Pay Level

(Not specified)

Pay Range

Minimum Starting Rate: $16.50 per hour

Division

Academic Affairs

Department

Carls Center

Position Status

Regular

Employment Status

Full-Time

FTE

1.0

Position Type

12 month

Weekly Work Schedule

Monday - Friday, 8:00am - 5:00pm

Location

Mount Pleasant, MI