Medical Administrative Assistant

Job Description

Job Description

Basic Purpose Of The Job

According to Department policies, procedures, guidelines and protocols, performs various secretarial and clerical duties which include typing, data entry, mail sorting, filing, faxing, telephone message, errands and more technical department documents.

The Department is a busy professional environment. The position requires a follow through approach and excellent problem solving skills.

The individual in this position must be poised and mature with the ability to interact with individuals at all levels of this and other institutions.

Contacts

Supervises

X No supervisory responsibilities

Approx. number of direct reports

Approx. number of indirect reports

Age of Patient Populations Served

check all that apply)

Neonates 1 30 days No patient contact

Infants 31 days 1 yr.

Children 2 12 yrs.

Adolescents 13 18 yrs.

X Adults 19 70 yrs.

X Geriatrics 70+

Internal Contacts

check all that apply)

X Patients

X Providers (i.e., physicians)

X Staff (i.e., clinical and admin support staff)

X Volunteers

X Others : Students

External Contacts

check all that apply)

X Patients

X Providers

Vendors

Community agencies and advocates

Regulatory agencies

X Others : as directed by Supervisor

Overtime Status

Exempt (salaried not eligible for overtime)

X Nonexempt (hourly eligible for overtime)

Job Requirements

Minimum Education

• High School Diploma / GED
• Some College.

Minimum Work Experience

• Three to five years experience preferred.
• Secretarial or medical office training preferred.

Required Licenses / Certifications

Required Skills, Knowledge, and Abilities

Physical Requirements

Indicate the appropriate physical requirements of this job in the course of a shift.

Note : Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

General Activity

Number of Hours

None

Stand / Walk

Weight Lifted / Force Exerted

Show how much weight or force and how often by checking the appropriate boxes.

Up to 1 / 3 of time

1 / 3 or more of time

Up to 10 pounds

Up to 25 pounds

Up to 50 pounds

Up to 100 pounds

More than 100 pounds

Body Fluid Exposure

X No

List any other physical requirements :

Mental and Emotional Requirements

Indicate the mental and emotional activities required of this job in the course of a normal shift

check all that apply).

X Handles multiple priorities

Independent discretion / decision making

Makes decisions under pressure

X Manages anger / fear / hostility

X Manages stress appropriately

X Works alone effectively

X Works in close proximity to others and / or in a distracting environment

X Works with others effectively

Essential Functions

Essential functions are those tasks, duties, and responsibilities that comprise the means of accomplishing the job’s purpose and objectives.

Essential functions are critical or fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable.

Following are the essential functions of the job, along with the corresponding performance standards.

• Performs the daily clerical and administrative tasks necessary to maintaining an efficient office which serves patients, staff, and providers.
• Needs understanding of medical conditions, office procedures and diagnostic tests so as to accurately, appropriately for correspondence :
• Exercises decision making judgment in seeking the support staff assistance / determining emergency care situations and effectively communicating patients’ concerns.
• Develops and maintains office systems which :
• Maintains an organized filing system to facilitate retrieval of information.
• Disseminate incoming information in a timely manner to appropriate staff
• Works as a team member with all other staff in the Department to ensure smooth operations and adequate communication of all related calls, faxes, and task.

Performs all other duties as assigned.

• Demonstrates respect and regard for the dignity of all patients, families, visitors and fellow employees to ensure a professional, responsible and courteous environment.
• Interacts with all of the above in a considerate, helpful and courteous manner as observed by Manager and peers.
• Fosters mature professional relationships with fellow employees in a courteous, friendly manner as measured by management observation and peer input.
• Maintains professional composure and confidence during stressful situations.
• Maintains open communication using appropriate chain of command regarding issues.
• Conducts all work activities with respect for rights and wishes of patients, visitors, families and fellow employees.
• Maintains confidentiality of all hospital and patient information at all times as observed by peers and management.
• Presents neat appearance in proper attire and identification as required by the position, department, and Corporation policy.
• Continuously displays a "can do" attitude within the department and across departmental lines to contribute to the overall customer service program in place in the Corporation.
• Demonstrates adherence to discipline code of ethics.
• Promotes effective working relations and works effectively as part of a department team inter and intra departmentally to facilitate the department's ability to meet its goals and objectives.
• Participates in staff meetings as determined by Manager.
• Supports the Hospital's mission, policies and procedures through attendance and participation at committee meetings, if applicable.
• Utilizes automated system to communicate inter and intra departmentally, as appropriate.
• Demonstrates willingness to assume responsibilities beyond direct patient care tasks.
• Acts as a professional role model.
• Identifies and utilizes opportunities to benefit the center.
• Effectively and confidently communicates in all professional situations.
• Participates in a positive supervision relationship by independently bringing issues to supervisor, being receptive to constructive input and working cooperatively toward goals.
• Practices in a manner which facilitates a team philosophy.
• Completes work assignments on time / readily accepts assignments as observed by Manager.
• Reports to work on time and is at work as scheduled, as observed by Manager.

Nonessential Functions

Nonessential functions are those tasks, duties, and responsibilities that are not critical to the performance of the job.

Following are the nonessential functions of the job, along with the corresponding performance standards.

Please be sure to attach the Employee Continuing Education Record and Safety Questionnaire for the last calendar year.

Organizational Competencies

Following are the organizational competencies and corresponding performance standards for all employees in the organization.

SERVICE : The extent to which an employee demonstrates an understanding of the department’s service standards and strives to achieve them, treats patients and families with dignity, compassion and respect at all times, and demonstrates courtesy in interactions with members of all departments and disciplines within the department.

• Consistently holds self and others accountable for meeting patient / customer service standards.
• Anticipates service needs and proactively resolves issues.
• Thoroughly pursues patient / customer issues.
• Creates patient / customer service experiences that heighten the overall perception of the hospital as a premier healthcare provider.
30+ days ago