Administrative Support Associate

3 weeks ago

Lexington Kentucky, United States CommonSpirit Health Full time
Overview:
CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S. & from clinics and hospitals to home-based care and virtual care services CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.

Responsibilities:

Job Summary / Purpose

Performs diversified administrative duties and intake coordination for Facility President, Director of Care Management and Quality Manager.  Position is also accountable for providing administrative support for Committee meetings, including medical staff and the Board of Directors.  Work may include a broad range of complex responsibilities involving confidential or technical information and is responsible for planning, researching, problem-solving and performing special projects within minimal supervision, as directed by the Leader.  This position will function independently, organize, prioritize, work well under pressure and deal effectively with all levels within and outside the organization.  

Essential Key Job Responsibilities

Requires involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

Must maintain confidentiality and comply with HIPAA requirements.

Responsible for the coordination and functions of meetings including Medical Staff, Board of Directors, Quality meetings and others as needed.

Performs a variety of daily activities and functions, assists with meetings, involving staff and physicians, including scheduling, taking and distributing minutes; assists with maintenance of contracts and service agreements.  

Organizes calendars, establishes appointment priorities, schedules meetings, makes travel and related arrangements, and ensures that material for meetings is prepared and available.  Notes commitments made and ensure follow-up and/or implementation.

Responsible for the tracking, coordination and communication of patient referrals; for contacting insurance companies to ensure verification of benefits and prior authorization approval requirements are met; ensuring that referrals are addressed in a timely manner; and maintaining, organizing and inputting relevant records and documentation into databases

Receives and screens telephone calls, visitors and mail.  Composes routine correspondence and internal/external communication for Leaders approval/signature. Serves as a resource for solving problems, answering questions, resolving complaints and concerns, and giving direction regarding policies and procedures.  Follow up when appropriate to ensure resolution.

Anticipates potential problems or conflicts and takes appropriate action.  Uses judgment and initiative to determine the approach or action to take in non-routine situations.  Interprets and adapts guidelines including unwritten policies, precedents, and practices which are not always completely applicable to changing situations.

Responsible for general clerical support functions.  Maintains supplies and equipment. Maintains departmental records, including staff and financial document processing and tracking.

Completes projects as assigned, with little supervision.  Plans, researches, problem-solves, prioritizes, designs and implements actions to addressed assignments.

May perform financial analysis and audits.

Other duties as assigned by management.

Qualifications:

Minimum Qualifications

Required Education (for CHI Leadership Job Levels from Supervisor through President) 

Does Not Apply

Required Education for Staff Job Levels

Associates Degree.

Required Licensure and Certifications

 

Required Minimum Knowledge, Skills and Abilities

Must be proficient in Google Workspace or MS Office Suite.  1 year Executive Assistant experience or admission coordinator required.  Ability to work effectively using a team approach and to establish and maintain positive interpersonal relationships with all staff, physicians and others.  Must possess excellent written and oral communication skills.

PREFERRED Qualifications

Bachelor’s degree in health administration, business or other related fields.  Medical background is preferred as well as professional/community involvement.  Knowledge of medical insurances' (Medicare, Commercial, and Medicaid) regulations.

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