Senior Business Office Associate

Position Title:
Senior Business Office Associate Facility Department:
Business Office/Administration Position reports to:
Assistant Administrator Position
Summary:
Under the direction of the Assistant Administrator, the Business Office Administrative Associate provides high-level administrative support to the Surgicare Leadership Team (Assistant Administrator, Administrator, Director of Nursing, and Medical Director), including managing schedules, coordinating meetings, handling correspondence, and performing various tasks to ensure efficient operations throughout the facility.
Qualifications Requirements:
Minimum Education / Training / Licensure / Certifications:
High school graduate or equivalent.
Receives BLS certification within six (6) of hire.
Minimum
Experience:
Computer skills.
Knowledgeable with medical terminology.
Medical record familiarity.
Preferred Education / Training / Licensure / Certifications:
Course in Medical Terminology.
Course in billing or medical records or coding.
Preferred Experience Bachelor's degree preferred.
Proven experience as an assistant or in a similar administrative role.
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
Excellent organizational and time-management skills.
Strong verbal and written communication skills.
Ability to multitask and prioritize tasks in a fast-paced environment.
Discretion and confidentiality.
Professional demeanor and appearance.
Knowledge, Skills and Abilities:
Ability to answer telephones courteously.
Ability to anticipate tasks and prioritize assignments.
Ability to guide staff and provide direction and assistance.
Basic math skills.
Ability to maintain highly sensitive, confidential material.
Ability to read, write, speak and understand English.
Ability to input data into computer system.
Ability to maintain logs.
Ability to read and maintain medical health records.
Ability to type at 35-45 words per minute.
Knowledge of medical terminology.
Knowledge of personal computers and related equipment.
Knowledge of standard office procedures.
Provides hospitable customer service.
Maintain filing systems.
Working Conditions / Environment:
Occasional exposure to unpleasant patient or unit elements.
Subject to many interruptions.
Occasional pressure due to multiple calls and inquiries.
Generally good working conditions.
Little exposure to extremes Physical / Mental / Special Demands (Hidden) Physical/Mental/ Special Demands Infrequent (1-2%) Occasional (3-33%) Frequent (34-66%) Constant (67-100%) Sit X Stand X Walk X Lifting 20 lbs.
X Carrying 20 lbs.
X Pushing 20 lbs.
X Pulling 20 lbs.
X Kneeling X Squatting X Bending X Stooping X Climbing X Twisting X Reaching overhead X Foot controls X Fine dexterity X Repetitive work- hand/arms X Repetitive work- foot/leg X Required Protective Equipment N/A Patient Care Services N/A Age of Patients Served Population Provides Care Pediatric (6 months-18 years) Adult (18 years-65 years plus) N/A X Description of OSHA Categories:
Category I Tasks involve exposure to blood, body fluids, or tissues Category II Tasks involve no exposure to blood, body fluids, or tissues, but employment may require Performing unplanned Category I tasks.
Category III Tasks that involve no exposure to blood, body fluids, or tissue, and Category I tasks are not a condition of employment OSHA Category:
Category III POSITION ACCOUNTABILITIES Essential Functions Able to sit-in or cover business office staff as needed and other duties as needed.
Schedules and coordinates meetings, appointments, and events.
Maintains and updates the Surgicare Leadership Team's calendars, ensuring optimal time management.
Reminds Surgicare Leadership Team of important tasks and deadlines.
Handles all correspondence, including emails, phone calls, and letters.
Drafts and proofreads documents, reports, and presentations.
Acts as a liaison between the Surgicare Leadership Team and internal/external stakeholders.
Organizes and prepares materials for meetings, including agendas and minutes.
Arranges logistics for meetings, such as booking venues, setting up conference calls, and ensuring technical support.
Assists Assistant Administrator with budget and expenses reporting and tracking.
Assists Assistant Administrator to maintain, track, and monitor facility-related licenses and certifications.
Responsible for submitting facilities, maintenance requests and coordinates with associated stakeholders.
Assists Assistant Administrator with coordinating emergency drills, scheduling quarterly and annual inspections.
Assists with and or completes of monthly facility rounds checklist.
Under the guidance of Assistant Administrator, assists with quality reporting, creates meeting materials, presentations, including agendas and minutes.
Implements and maintains filing systems, both electronic and physical.
Assists with the planning and execution of special projects and events.
Conducts research and gather information as needed for projects.
Handles sensitive information with the highest level of discretion and confidentiality.
Maintains confidentiality of all business, personnel, and research matters.
Prepares statistical, financial, facility, administrative reports that the Surgicare Leadership Team may require.
Assist in credentialing physicians to maintain privileges at our center.
May require occasional overtime or availability outside of normal business hours.
Manages and orders office supplies and maintain offices equipment.
Orders unit supplies on an ongoing basis for clinical.
Submit Bill only, Bill and replace orders.
Receives and signs for incoming materials and supplies.
Compares information on invoice with merchandise to verify accuracy of shipment (quantity and products received).
Inspects for damages and processes all returns as needed.
Recommends the most economical purchase quantities.
Maintains and update all data information manually or in the computerized hospital information system.
Submits requisitions to ensure that adequate supply levels are available.
Performs routine inventory cycle count, investigates and rectifies all discrepancies.
Follows up on back orders as needed to ensure adequate inventory levels are maintained.
Assist in coordinating with HPH warehouse to ensure that facility supplies are dropped off.
Assist in coordinating and communicating with other HPH facilities in borrowing of instrumentation, supplies or medical equipment.
Communicating with vendors on any facility needs Initially investigates complaints, referring difficult situations to Assistant Administrator.
Understands and models Surgicare of Hawaii's mission, vision and values.
Reviews department operations manual to ensure compliance and applicable Accreditation Association of Ambulatory Health Care standards, federal and state regulations, accepted Standards of Conduct and Corporate Compliance Program.
Complies with all Surgicare of Hawaii's policies, procedures, employee handbook and Standards of Conduct.
Promotes excellence in customer/patient relations with all encounters.
Adheres to safety policies and maintains a clean and safe environment for patients and co-workers.
Participates in departmental and organizational quality improvement efforts.
Other Functions:
Enhances professional growth and development through participation in educational programs.
Current literature, in-service meetings and workshops.
Performs other related duties as assigned or requested.
Strive to provide continuous improvement.
Financially responsible in the workplace.
Performs other duties as assigned.
Recommended Skills Administration Agenda Development Basic Life Support Billing Business Process Improvement Clinical Works Apply to this job.
Think you're the perfect candidate? Apply on company site Estimated Salary: $20 to $28 per hour based on qualifications.

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