Essential Duties and Responsibilities
- Performs administrative/clerical duties including preparation, processing, faxing and mailing of general and advanced correspondence, memos, charts, tables, graphs, etc.
- Schedules and organizes complex activities such as meetings, travel accommodations, department activities, depositions, and record reviews.
- Assists in the management of the daily clinic schedules, the physician's personal calendar, to include any surgery schedule needs.
- Help with arranging peer to peer phone calls between UR physicians and POC physicians when requested by UR depts.
- Coordinates physician credentialing (privileges) for hospitals, membership applications, updated educational credits, etc.
- Handles confidential, time-sensitive, and non-routine information.
- Sorts and distributes mail and determines the level of priority, to include managing the process of all internal paperwork.
- Takes messages and/or answers all routine and non-routine questions.
- Offers clinical support: Works with the Medical Assistant to ensure optimum patient care and timely follow-up on all patient correspondences.
- Schedule patient appointments, depositions, medical records reviews, and any outside service as required.
- Ensures physician's Curriculum Vitae is accurate and updated.
- Works closely with the physician to develop and accomplish goals and strategic plans: Biweekly financial analysis as mandated/requested by the physician (Clinic/Sx, Outside Services, Medical Financing, etc.)
- Light marketing: Builds, maintains, and enhances existing client relationships as mandated/requested by the physician.
- Prepares reports for physician(s) and management team
- Processes legal documents such as subpoenas and communicates with attorneys
- Maintains patient and client confidentiality
- Receives and handles payments
- To perform the job successfully, an individual should demonstrate the following competencies:
- Analytical - Uses intuition and experience to complement data; designs work flows and procedures.
- Design - Demonstrates attention to detail.
- Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
- Project Management - Coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
- Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
- Managing Customer Focus - Promotes customer focus; establishes customer service standards; monitors customer satisfaction; develops new approaches to meeting customer needs.
- Adaptability - Adapts to changes in the work environment; able to deal with frequent change, delays, or unexpected events.
- Achievement Focus - Sets and achieves challenging goals; measures self against standard of excellence; recognizes and acts on opportunities.
- Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
- Innovation - Meets challenges with resourcefulness; generates suggestions for improving work.
- Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
- Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or general education degree (GED). Associate or bachelor's degree preferred. Minimum two to three years executive support level experience at in a high volume atmosphere. Prefer experience in a health care organization that includes basic knowledge of insurance plans, coverage and procedures.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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