Admin Assistant III Crozet Urgent Care (Administrative)

Skill Requirements (Competencies):

• Requires a strong understanding of administrative and office work and procedures with the ability to file accurately
• Strong proficiency in Microsoft Word, Excel and PowerPoint; proficient with computers to include keyboarding, navigation and use of email
• Ability to prioritize and work on multiple projects and duties with deadlines
• Ability to work with multi-line phone and computer systems accurately and efficiently
• Effective customer service and relationship building skills with patients, visitors and staff; ability to respect dignity of all patients and follow HIPAA rules without breaches in confidentiality
• Ability to transcribe documents
• Strong listening, verbal and written communication skills
• Ability to analyze and present information.
• Ability to lead, train, and mentor AA1 and AA2 staff
• Ability to coordinate positive workflow and AA staff optimal scheduling

 

Essential Functions:

• Performs advanced and some basic administrative functions such as:

 

 

• composing and editing a variety of correspondence and other materials from verbal/written instructions; preparing and distributing newsletters; processing  and/or transcribing documents 
• Office supply need ordering and management
• attending meetings and recording, maintaining and distributing minutes and/or notes; leading and/or planning department events
• coordinating and maintaining calendars for designated staff; coordinating meeting arrangements to include participant notification and facilitation of special requirements.
• maintaining departmental policies and records
• maintaining, calculating and compiling more advanced statistical, numerical and/or computerized reports/ new vs established reporting, education and process improvement..
• researches, compiles and maintains spreadsheets, graphs, presentations and databases
• Co-pay collection reporting and process improvement
• generating, compiling, and distributing various month end reports and proper retention and storage

• Tracks, processes and reconciles fiscal related responsibilities as assigned (e.g. purchasing, billing, invoices, reimbursements, inventory, and/or budget preparation).
• Manage daily cash reconciliation process and compliance

 

 

• Completes staff and/or patient scheduling duties such as:

 

Reports and conducts Huddle sessions specific to office

• Maintains AA scheduling for optimal performance and productivity.
• Orients new employees on departmental processes and any compliance requirements. Orient and train float staff as needed.
• scheduling appointments and/or gathering insurance information

• Performs basic support functions to ensure efficient operation of the area such as:
  • answering phones, directing calls and taking messages.
  • copying, scanning, faxing and/or emailing documentation
  • ordering and/or restocking supplies and forms as needed
  • preparing, receiving, sorting, and distributing mail and other delivered items to patients staff and providers.
  • maintaining office equipment as needed ensuring any issues with office equipment utilized are identified and addressed/ go to for repair and replacement process.
  • gathering and entering a variety of patient and/or staff information by pulling, preparing, logging and/or filing information; maintaining departmental records and files as directed
• Leads special projects
• Monitors performance improvement initiatives for AA staff with ongoing education on TOS collections, New Vs Established scheduling, portal adoption rates
• Serves as Team Lead for department administrative positions.
• Mentors other administrative staff.
• Serves as contributor in AA staff interviews and year end evaluations
• Directs workflow and serves as subject matter expert to other administrative staff.
• Communicates all pertinent information and general environmental information to applicable staff.
  • Performs other duties as assigned; completes training and education as required.

 

Education Requirements:

• Associate's degree or equivalent experience required
• CHAA Certification preferred
• Coding certification or equivalent coding knowledge

 

Experience Requirements:

• Five or more years of administrative office support experience supporting a manager level or above required

 

 

 

Business Admin