Administrative Assistant, ENT and Audiology

2 months ago

Stillwater, United States Stillwater Medical Group Full time

We are looking for a part-time Administrative Assistant to support our ENT and Audiology Departments. Part-time benefits available.

Job Description

This position is responsible for providing clerical and administrative support to the ENT and Audiology Departments. This includes the scheduling of appointments and diagnostics tests, communicating with internal and external customers, preparing charts for appointments, and managing phone calls and the rescheduling of patients. This position is expected to support the mission, goals and objectives of the clinic.

Required Qualifications:

  • High School diploma/equivalent.
  • Excellent verbal and written communication skills.
  • Demonstrated ability to multitask.
  • Advanced organizational skills.
  • Proven ability to manage multiple priorities daily.
  • Keyboarding skills
  • Knowledge in Microsoft Word, Excel, Power Point and Outlook
  • Experience using Internet

Preferred Qualifications:

  • Associates Degree (AA) in secretarial services, office support or business preferred
  • Minimum of two years medical office experience preferred
  • Experience with electronic billing, medical record and data base software preferred

Accountabilities:

ENT/Audiology Program Support

  1. Phones and Scheduling
    1. Answers incoming department/program phone lines in a timely and courteous manner.
    2. Schedules appointments for services provided by the ENT/Audiology clinic including diagnostic testing.
    3. Responds and forwards calls as appropriate.
    4. Manage department work-queue and call patients to schedule appointments
    5. Reschedule patients for ENT/Audiology when provider schedule changes
  2. Patient/Client Relations
    1. Responds to inquiries from current clients;
    2. Provides timely and accurate follow up to all inquiries;
    3. Creates and maintains client mailing lists;
    4. Assists with marketing initiatives including copying and mailings;
    5. Obtains referrals from primary physicians through EMR. Obtains referrals from outside organizations and forwards to HIM department;
    6. Completes charge tickets for hearing aids, post payments in EMR, and fills out receipts;
    7. Track and file newborn hearing screens;
    8. Pre-visit planning to include preparation for upcoming week's hearing aid consults, complete business office forms, and request insurance coverage information for hearing aids;
    9. Track incoming communication from Business Office regarding hearing aid benefits, and print and file in chart.
  3. Provider Schedules
    1. Maintains the walk-in clinic schedule and coordinates provider/nurse schedules;
    2. Manages PTO requests and ensures that templates are adjusted appropriately;
    3. Completes weekly staffing update and sends to staff.

General Clerical Duties

  1. Attends clinic meetings, and as requested, documents minutes; types and distributes meeting minutes within appropriate timeframe.
  2. Maintains up to date filing system for correspondence, records, and reports.
  3. Types correspondence, reports, and other requested materials.
  4. Prepares meeting agendas and materials for meetings as requested.
  5. Documents messages accurately and completely and delivers messages to appropriate person in a timely manner.
  6. Receives and assists all visitors in a professional manner and refers them to appropriate individuals.
  7. Maintains department specific files.

Benefits:

At HealthPartners, we believe in providing our employees with exceptional benefits to help you thrive in your work. In addition to competitive wages, we offer a benefits package that includes health and dental insurance; 401k retirement program; competitive paid time off (PTO); short-term disability pay, long-term disability and life insurance options; flexible spending accounts (FSAs); education reimbursements; employee assistance programs (EAP), employee well-being program; free parking; employee recognition and rewards; and discounts for health and well-being programs and products.

About Us:

The Stillwater clinic is part of HealthPartners, the largest consumer-governed, non-profit health care organization in the nation with a mission to improve health and well-being in partnership with members, patients and the community. Located just 20 minutes east of the Twin Cities in the beautiful St. Croix Valley, the clinic is part of an award-winning healthcare system serving east central Minnesota and western Wisconsin with primary, specialty and urgent health care services. We have campuses in Stillwater, MN and Somerset, WI, where you'll find a comfortable small-town feel, within a short distance from the metro area.

As a partner for good, we believe that outstanding health care comes from combining science with compassion, spirit and humanity. Everyone on our team helps make health care and insurance simpler and more affordable for all. Join us and become a partner for good, helping to improve the health and well-being of our patients, members and the communities we serve.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

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