Summary:
The Health Administrative Assistant (HAA) plays a key role in the successful delivery of care to our patients at Chugachmiut. The HAA ensures all patients receive excellent service in a professional and caring environment. They are aware that confidentiality is of utmost importance. Duties include but are not limited to greeting patients, answering telephones, collecting the most up-to-date patient demographic information, checking patients in and out, scheduling appointments for multiple providers and contacting patients with reminders calls.
Essential Duties and Responsibilities:
- Welcomes all patients and visitors by greeting patients and visitors in person or on the telephone and provides support and guidance as needed.
- Protects patients’ rights by maintaining strict confidentiality of medical, personal and financial information.
- Collects, maintains, and verifies current patient demographic data in medical record for every patient, collects necessary forms to support demographic data and provides copies of our office policies and legally required documents.
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Screens patients at every visit for third party insurance coverage opportunities and refers those applicable to a fee agent for support.
- Schedules appointments to optimize patient satisfaction and to ensure efficient patient flow based on predetermined appointment availability.
- Answers multi-line phone system in a prompt, pleasant and professional manner and provides general information about available services and resources or directs the caller to the appropriate person.
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Maintains the most up-to-date medical records by ensuring demographic information is current, documents patient communication and scans patient information into the medical record.
- Initiates and/or coordinates referrals for Purchased Referred Care, Medicaid travel or other assistance as required.
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Assists in preparing and delivering outgoing and incoming mail in accordance with established procedures.
- Operates and maintains a variety of office equipment including, but not limited to, multi-line phone system, printers, fax machine, copy machines, postage meters, and computers.
- Assists with the preparation and coordination of conferences, meetings, community events and/or accommodations for patients, communities and staff.
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Performs administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computer programs to work with patient information, or other documents.
- Maintains business office inventory and equipment by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies, and scheduling equipment repairs.
- Ensures office, reception, and waiting room areas are maintained in a clean, organized and professional manner.
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Conforms to safety policies and general housekeeping practices.
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Demonstrates sound work ethics, flexible, and shows dedication to the position.
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Demonstrates a positive attitude, is respectful, and possesses cultural awareness and sensitivity toward clients and co-workers.
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Keeps customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others.
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Expected to be prepared to start shift on time, meet attendance standards, and work the hours necessary to perform the essential functions of the job.
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Employees are expected to embrace, support and promote the core values of respect, integrity, trust, compassion and quality which align with Chugachmiut’s Mission and Vision through their actions and interactions with all patients, staff, and others.
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Conforms to Chugachmiut policies, strict employee confidentiality, and HIPAA regulations.
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Performs other duties as assigned or required.
Work Environment:
Chugachmiut employees strive both for excellence in the services they provide and, through our Employee Values Statement, to serve with integrity. This requires working in an environment where transparency and effective communication is essential. Chugachmiut has tools and training to assist employees in sharing problems with a focus on resolving issues and correcting defective processes.
Customer Service:
- Greet both internal and external customers with eye contact and a smile.
- Solicit and respond to client feedback to ensure customer satisfaction.
- Regular and punctual attendance is expected without excessive absences.
- Present professional behavior and appearance while representing Chugachmiut.
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Practice and promote effective collaboration to accomplish the goals and objectives of the team.
- Support the Mission and Value Statements of Chugachmiut by creating solutions that add value to the operations of Chugachmiut.
Physical Environment:
The following demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. The position requires: the ability to sit for long period of time, normal range of hearing and eyesight, eye-hand coordination and manual dexterity to operate office equipment such as computer keyboard, photocopier, telephone, calculator, and may be required to lift approximately 30 pounds. May be exposed to infectious diseases or hazardous equipment. May be exposed to extreme weather conditions. Travel to remote locations by boat, snowmobile, ATV or small plane is required and employee must be willing and able to travel.
Hours of Work:
Hours of work are Monday to Friday, 8:30a.m. to 5:00 p.m., with one hour for lunch. Chugachmiut maintains a drug and alcohol and/non-smoking work environment.
Qualifications:
- High School graduate or General Education Degree (GED), GED can be obtained within 12 months of start date.
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Experience in general office practices or medical office preferred
- Basic computer skills required
Knowledge, Abilities, and Skills:
- Knowledge of office practices and procedures and ability to follow established policies.
- Knowledge of electronic scheduling programs and multi-line phones.
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Ability to communicate effectively both verbally and in writing.
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Ability to multitask and work with a variety of office equipment.
- Ability to produce accurate and timely work.
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Knowledge and skills in word processing, computer applications, and databases.
