POSITION TITLE: Department Assistant
REPORTING RELATIONSHIP: Director of Emergency Services
Job Summary: Handles administrative duties within the office and performs clerical duties to maintain an organized occupational health office. Assists in maintaining the line of communication between the employer, occupational medicine patients, and clinical staff.
Essential Functions:
- Consistently uses an outward mindset and puts forth exemplary effort in accomplishing his/her goals and objectives in a manner that helps others to achieve their goals and objectives.
- Prepares the lobby for opening and close, including locking and/or shutting off equipment.
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Answers incoming calls scheduling appointments, answering questions, and taking messages as appropriate.
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Greets and checks in occupational health patients
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Patient registration and scheduling.
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Maintains prior authorizations for treatments.
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Assists occupational health patients with completion of documents as needed.
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Processes incoming mail and faxes.
- Maintains Electronic Medical Record by scanning necessary documents.
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Evaluates daily schedules to accommodate clinic flow and minimize missed appointments.
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Communicates with the clinical staff to ensure all appropriate information is gathered.
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Assists with scheduling imaging appointments.
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Coordinates scheduling of specialty referrals.
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Assists with implementation of departmental projects.
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Inventories, orders, and maintains all office supplies.
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Assists with quality assurance initiatives.
Minimum Qualifications: 18 years of age.
Knowledge, Skills & Abilities: Associate degree or equivalent formal education is preferred; medical office experience preferred. Excellent telephone, written communication and interpersonal skills; ability to prioritize multiple tasks while maintaining focus and effectiveness, maintaining a high productivity level to maximize the productivity of the department; excellent analytical and problem-solving skills; experience with data extraction from multiple information systems; proficiency in a variety of computer software programs and/or systems is required, experience using email, electronic calendar, word-processing, and spreadsheets; able to work independently. . Good attendance is an essential element of this position. Experience using EHR desired. Willing to participate in available continuing education programs periodically to enhance job performance, skills, and knowledge. Demonstrated knowledge of patient right to privacy by following the HIPAA Privacy and Security policies and procedures.
Working Conditions: Must work in a busy office and public environment while maintaining a friendly demeanor during all interactions with diverse populations of patients, employers, and various medical personnel. Potential exposure to blood/body fluids and contagious disease.
Physical Requirements: Constantly sit, see/visual acuity, handle/grasp/feel, talk/hear, taste/smell. Frequently walk, bend/twist. Occasionally lift/carry 1 to 25 lbs.
