Administrative Assistant at Surgery CenterPart time

Main function The Administrative Assistant is a part-time position (9am-2:30pm M-F) that contributes to the efficient day-to-day operations of the administrator’s office, and supports the work of management, other staff, and the Board of Directors. Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Reports to Administrator/management company

Duties and responsibilities

1. Philosophy Supports the facility’s ideology, mission, goals, and objectives Performs in accordance with the facility’s policies and procedures Follows the facility’s standards for ethical business conduct Conducts self as a positive role model and team member Recognizes patients’ rights and responsibilities and supports them in performance of job duties Participates in facility committees, meetings, in services, and activities

2. Communication Communicates effectively and professionally with patients, visitors, physicians, and coworkers Interacts with others in a positive, respectful, and considerate manner Adheres to strict patient, employee, and business confidentiality standards

3. Primary Duties Provide administrative support to management and other staff Provide Board support Prepare written agenda for the board meeting With management staff, assist with the timely distribution of material to the Board Support the Board with meeting, travel and other arrangements Maintain current roster of the medical staff and notify in house of any changes Ensures current licensure, malpractice insurance, TB status spreadsheet is current Keeps delineation of privileges binder current Maintain accurate employee database and files Ensures current licensure, health documents, and required employee forms are on file Ensures proper documentation of all surgery center visitors Tracks expiration dates for facility licensing, insurance, service agreements, and contracts Oversees storage and archiving of medical records Serves as liaison between surgery center and apprenticeship program Orders office, break room, and other supplies as needed Plans company events Answer general phone inquiries in a professional and courteous manner Direct phone inquiries to the appropriate staff member Reply to general information requests with the accurate information Greet visitors to the organization in a professional and friendly manner Supervise and train patient registration representative Use computer word processing, spreadsheet, and database software Sort incoming mail, faxes, and deliveries for distribution Assists with troubleshooting and maintenance of office equipment throughout center Prepare and submit deposit Prepare and send outgoing faxes, mail, and packages Forward incoming general e-mails to the appropriate staff member Relay voice mail from the general mailbox to the appropriate staff member Data entry and upkeep of the organization's databases, ensuring a high level of accuracy Research, edit and circulate information to the organization Other duties may be assigned as necessary

4. Compliance program

a) Contributes to the progress and development of the organization’s adopted compliance program

b) Performs according to established compliance policies and procedures

c) Remains current on all federal and state guidelines regarding business office practices (e.g., fraud, abuse, and anti-kickback statutes)

5. Performance-improvement program

a) Contributes to the progress and development of the organization's adopted performance-improvement program

b) Performs according to established performance-improvement policies and procedures

6. Safety/Risk-management program

a) Adheres to safety policies and procedures in performing job duties and responsibilities

b) Reports observed or suspected safety violations, hazards, and policy/procedure noncompliance to safety officer or another designated person

7. Professional competence

a) Participates in continuing education and other learning experiences

b) Shares knowledge gained in continuing education with staff

c) Maintains membership in relevant professional organizations

d) Seeks new learning experiences by accepting challenging opportunities and responsibilities

e) Welcomes suggestions and recommendations

8. Payroll

a) Organizes and maintains payroll and employee benefit records to maintain compliance with federal and state rules and regulations

b) Maintains records regarding vacation, sick leave, etc.

9. Financial practices

a) Uses facility resources appropriately and avoids wasteful practices

b) Reports wasteful practices

c) Analyzes work area and makes recommendations for potential cost-effective improvements

d) Maintains appropriate and accurate accounts-payable financial records

e) Ensures that financial transactions follow generally accepted accounting principles and facility policy

f) Scans third party insurance documents and Medicare remittance advices in the PHI folder for billing company to review

10. Accounts payable

a) Assists with completing new vendor credit applications for accounts payable purposes

b) Completes and submits W-9 forms as requested by vendors

c) Maintains credit card use log and accounts for all charges on monthly statement

11. Medical record

a) Maintains security and confidentiality of medical records

b) Sends all medical records requests to management for review

c) Prepares invoice for medical records and submits records to requested party in a timely manner

12. Supervise

a) Train Patient Registration Representatives

b) Oversee their work and fill in when needed

a. If needed, work hours will be adjusted to cover for staff’s PTO and sick leave

13. Credentialing knowledge and tracking/backup

a) Works with credentialing entity to monitor timeliness of applications and reapplications

b) Ensures current licensure, malpractice insurance, TB status spreadsheet is current

c) Keeps delineation of privilege binder information up to date

d) Collects and maintains an accurate practitioner database; prepares Physician / Allied Health professional credentialing file for the board, mails out physician/ Allied health appointment letters and Orientation Packet

14. Supplies

a) Orders office, break room, and other supplies as needed

b) Performs price comparisons on frequently purchased items

c) Restocks break room supplies and patient food supplies

15. Human Resources

a) Maintains accurate employee database and files

b) Ensures current licensure, health documents, and required employee forms are on file and up

to date

c) Tracks due dates for probationary periods and annual evaluations.

d) Tracks eligibility dates for employee benefits

e) Provides employment verification to employment companies

16. Visitor Compliance Documentation

a) Serves as Liaison between schools/students and the Surgery Center

b) Submits and ensures completion of orientation packets for all visitors of the Surgery Center

including students, vendors, and job shadowers

c) Maintain storage of visitor files

d) Communicates and coordinates visitor’s access to Surgery Center with the Clinical Director

and Administrator

17. Event Planning

a) Schedules, plans, and sets up the annual company picnic and Christmas party

18. Maintenance of Certifications and Documents

a) Tracks expiration dates for facility documents such as business license, liability insurance,

x- ray registration, etc. Assists Administrator with renewal of facility documents in a timely

manner

b) Tracks expiration dates for services agreements and contracts. Assists Administrator with

renewal of service agreements and contracts in a timely manner

19. Life Safety Officer assistant

a) Assist with Life Safety tasks and manage spreadsheet

20. Mail and Medical record requests

a) Retrieve and distribute

b) Medical record audit requests, legal requests, insurance company requests received

a. Verify consent to release the record

b. Coordinate with Anderson & Lohr (A&L) staff regarding request receipt and records to produce as billing records will need to accompany many of the requests

1. Requests are scanned into the PHI

2. A&L notified that request has been scanned to PHI

c. Copy the requested records and prepare submission via instructions included in the request

d. Maintain an Excel spreadsheet to track medical record requests

Responsibility for assets

1. Responsible for all office supplies and business office equipment
2. Responsible for petty cash
3. Responsible for scheduling book/computer module
4. Responsible for sending medical records to archive company
5. Responsible for human resource and business office reference materials
6. Responsible for maintaining financial and payroll records

Qualifications

1. Cooperative work attitude toward co-employees, management, patients, visitors, and physicians
2. Ability to promote favorable facility image with physicians, patients, insurance companies, and general public
3. Ability to make decisions and solve problems

Requirements ** Required **

1. High school diploma or GED certificate
2. Training or courses in business office activities
3. Four years of progressive administrative or office management experience
4. Strong ethical and moral character references Preferred
5. Basic knowledge of accounting procedures and QuickBooks
6. Strong knowledge of computers (e.g., word processing, spreadsheets, etc.)
7. Good oral and written communication skills
8. Basic knowledge of medical terminology

Job quality requirements

1. Accuracy
2. Attention to detail
3. Timeliness
4. Organization
5. Little supervision needed to accomplish tasks

Physical/mental requirements

1. Ability to sit/stand for long periods; ability to walk
2. Visual and auditory acuity for frequent use of computer and telephone, and occasional use of other office equipment

Working conditions (environmental)

1. Well-lit and ventilated, with non-hazardous and hazardous equipment
2. Category III: exposure to Bloodborne pathogens and may encounter chemical hazards