Administrative Coordinator

2 weeks ago

Kahuku, Hawaii, United States Kahuku Medical Center Full time
Job Title: Administrative Assistant - Rehabilitation

Department: Rehabilitation

Reports To: Director of Rehabilitation

Status: Per Diem, Non-Exempt, Non-Bargaining

Job Summary: Provides administrative support to the Rehabilitation department and Director, ensuring seamless operations and exceptional patient care.

Duties and Responsibilities:

  • Respond to phone calls and relay messages to relevant personnel in a timely and professional manner.
  • Greet and assist patients, visitors, and staff with a warm and welcoming demeanor.
  • Resolve patient or visitor inquiries and direct them to the appropriate resource.
  • Coordinate therapists' schedules, entering appointments into the electronic medical record system and communicating with patients to schedule initial and ongoing appointments.
  • Communicate with physician offices and insurance companies to ensure accurate referral documentation and pre-authorizations.
  • Collaborate with the Director of Revenue Cycle to ensure referrals, pre-authorizations, and other insurance requirements are met for billing and payment purposes.
  • Work closely with the Director of Rehabilitation to ensure proper patient delivery of care, including case management, patient coordination, patient triage, and screening.
  • Prepare and maintain departmental patient and administrative files.
  • Assist the Director in maintaining staff in-service education, competency, and evaluation records.
  • Support the Director in employee timekeeping, scheduling, and tracking time off requests.
  • Order and maintain departmental patient care and office supplies, adhering to purchase requisition procedures.
  • Comply with all hospital and departmental policies, safety program requirements, corporate compliance program standards, and applicable statutes, rules, and regulations.
  • Maintain skills and knowledge through participation in educational programs, reading literature, attending workshops, and maintaining affiliation with professional organizations.
Required Knowledge/Skills/Abilities:
  • Excellent verbal communication skills.
  • Ability to communicate information to employees and department heads in a clear and concise manner.
  • Ability to work with a team and complete assignments within parameters of instructions given, prescribed routines, and standard acceptable practices.
  • Computer literate with working knowledge of MS applications, particularly Outlook.
  • Ability to prioritize tasks by importance.
  • Excellent time management skills.
  • Ability to work well in an electronic medical record system and Office 365.
  • Communicate directly, clearly, and effectively with supervisor, other employees, and department heads.
  • Coordinate work with employees and department heads in a professional manner.
  • Be approachable, relate well to others, be receptive to feedback, and articulate clearly.
  • Actively listen and seek clarification to identify and resolve problems in a timely manner.
  • Speak clearly and persuasively in positive or negative situations.
  • Be able to work with others in a team environment.
  • High concentration and alertness level required, with frequent attention to detail, motivated self-starter, results-driven, with a strong desire to succeed.
  • Focus on one source of sound and ignore others.
  • When information is unknown, the administrative assistant will seek to find a proper answer and resolution to the situation.
Education and Experience:

REQUIRED:
  • Computer and Microsoft office experience.
  • Customer service skills and experience.
  • High School diploma or equivalent.
PREFERRED:
  • Experience in an administrative assistant role.
  • Knowledge of medical terminology.
  • Experience in the medical or health care field.
  • Bachelor's degree in a field of science or a more advanced degree is preferred.
Physical Requirements:
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift 50 pounds at times.
  • Must be able to access and navigate each department at the organization's facilities.

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