Administrative Assistant

2 days ago

Bethesda, United States JBW Federal Full time

Nalu Federal is a subsidiary company of the Kanaka Foundation - An NHO who's mission is to support Native Hawaiians.

You will receive a comprehensive benefits package that includes:

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Pet insurance
  • Annual membership to Costco or Sam's
  • 401K
  • ...and much, much more
Job Description: The Administrative Assistant will support the Department of Healthcare Operations at the Walter Reed National Military Medical Center.

Duties and Responsibilities:
  • Research, collect, track and process medical, technical, and administrative data for administrative reports.
  • Collect third party billing information where applicable.
  • Establish and maintain complex departmental patient files.
  • Receive high profile visitors, patients, and patient family members.
  • Answering telephone inquiries, determining request, and directing callers to appropriate staff or personally providing non-technical or routine information.
  • Enter patient physician messages into facility computer health care system, ensuring Joint Commission on Accreditation of Healthcare Organizations compliance.
  • Process patient medical record request.
  • Generate patient letters for follow-up care and testing.
  • Check patients in and out from schedule.
  • Schedule follow up appointments in automated system and notify patients of appointment date and time.
  • Input required data into automated medical treatment facility computer system.
  • Complete, scan and edit ambulatory Data Forms using medical treatment facility computer system.
  • Receive, read, and make proper distribution of correspondence and other mail received in the Directorate, Department, and respective Division. Determine which matters require immediate or personal attention of the Directorate, Department and respective Division and locate, assemble, and attach any background papers as required.
  • Draft, edit, and complete a wide variety of assigned typing projects or government review and signature including, but not limited to, correspondence, memorandums, reports, and completion of computer generated forms.
  • Review all outgoing document for format, typing, grammar, proper attachments, number of copies, and coordination, etc.
  • Review, transcribe and type correspondence, memorandums, and other material for signature of the
    Directorate, Department, and respective Division according to the Navy, Army, DoD, NCR, and DHA protocol.
  • Manage the Director's activities schedules and reminds the Director of the meetings and appointments.
    Coordinate the scheduling of conference room meetings.
  • Ensure office environment is kept clean and in working order.
  • Prepare and keep statistical information for cost accounting purposes upon government request for
    government review.
  • Enter and/or retrieve data from CHCS, AHLTA and CIS, as required.
  • Maintain correspondence suspense and control system issuing reminders of approaching due dates and securing extensions.
  • Coordinate computerized word processing storage and indexing and establish processing priorities as needed.
  • Provide computer training and in-services on operating current and incoming new equipment to staff members upon government request.
  • Maintain a group e-mail account and shared database for the Directorate, Department, and respective
    Division.
  • Perform administrative timekeeping support for the Directorate. Print pay slips as needed and perform verification with time card and administrative leave records. Correct time and leave discrepancies.
  • Prepare all time card documents and submit to government for final government approval and signature.
  • Maintain supply and equipment inventory and control. Reorder supplies prior to depletion. Must be submitted for government review and approval. May not commit government funds.
  • Schedule routine and trouble maintenance on office equipment upon government request.
  • Maintain secondary records (convenience files) for 3 years. Discard secondary records, which have been closed for 3 years upon government request.
  • Participate in meetings to review and evaluate the care provided to patients, identify opportunities to improve the care delivered, and recommend corrective action when problems exist.
  • Participate in clinical staff quality assurance functions and clinic Performance Improvement/Risk Management Programs as prescribed by the Commander.
  • Attend command orientation. Orientations include initial training requirements (e.g., fire, safety, infection control, and family advocacy) and information systems orientation (including the Composite Health Care System CHCS), Armed Forces health Longitudinal Technology Application (AHLTA), and the Ambulatory Data Module (ADM), S3 Surgical Scheduling System). The Government reserves the right to adjust orientation schedules to meet mission and workload requirements.
  • Clinic orientation for the health care worker shall take place during regularly scheduled shifts immediately following the commencement of services.
  • Annual renewal of command directed training requirements including but not limited to: customer relations, disaster preparedness training, sexual harassment, family advocacy, and infection control and blood borne pathogens.
  • Makes necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying and official to be visited for the DMS Leaderships.
  • Monitor, update, and review reports daily for support of 35 staff members.
  • Review and maintain over 150 patient files for complete and accurate information.
  • Greet, direct, and assist over 40 visitors/patients daily.
  • Schedule 20 new and follow up appointments for patients.
Qualifications:
  • Must have a High School Diploma or higher.
  • Posses a minimum of one-year professional experience within the preceding three years working as an Administrative Assistant.
  • Must have experience with computers.
  • Must have experience and efficiency in word processing and data entry.
  • Must have experience in interpreting medical terminology, anatomy and physiology, pharmacology, disease processes and treatment modalities to the extent necessary for successful completion of performance requirements.
  • Must have the ability to understand, analyze, and interpret medical information. Must have experience in data collection techniques and medical data collection codes.
  • Shall have experience in verifying data and correcting errors.
  • Shall have experience in working with patient medical records.
  • Shall have experience in gathering data, compiling information, and preparing reports.
  • Shall be able to read, write, speak, and understand English well enough to effectively.
  • Shall be knowledgeable of equipment and supply terminology and skill sufficient to identify and use necessary equipment and supplies properly.
  • Must be a U.S. Citizen.


Nalu Federal is an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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