Administrative Assistant, Diabetes Self-Management

POSITION SUMMARY :

This position provides administrative support to the Diabetes Self Management Program (DSMP). The primary responsibility is to perform a variety of duties that supports efficient, customer-focused care by the clinical staff.

Responsibilities include management of charge entry in the Meditech system and follow up of rejected charges and payment denials.

EDUCATION / CERTIFICATION :

• A minimum of a High School degree is required along with demonstrated excellent, business writing skills.
• An Associates Degree in business administration is highly desirable.

EXPERIENCE :

At least two years of previous work experience in a healthcare environment is necessary.

COMPETENCIES :

• The incumbent must have excellent English verbal and written communication ability, be capable of independently composing business letters and communications, be proficient in the use of all Microsoft Office software (WORD, EXCEL, OUTLOOK, POWERPOINT AND ACCESS) and have excellent customer service interpersonal, organizational and problem-solving ability
• Bilingual (Spanish) desirable.

ESSENTIAL DUTIES and RESPONSIBILITIES :

Disclaimer : Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job.

They are intended to be accurate reflections of the principal duties and responsibilities of this position. These responsibilities and competencies listed below may change from time to time.

Job-Specific Competency

1. Receives patient referrals over the telephone and from the fax machine from the Central Scheduling or a Physician’s office.

Schedules urgent referrals for an appointment within one week using the Meditech Scheduling Module. Accurately enters into the system the Patients Name, Account Number, etc;

to enable smooth and efficient patient processing by Department staff and proper patient billing. Works collaboratively with Central Scheduling to ensure that all appointments are scheduled efficiently.

Communicates all scheduled appointments accurately to the patient.

2. Greets patients in a friendly manner, assists with completion of required registration or consent forms, ensures that all new patients have completed a Lifestyle Questionnaire or Medical History form, weighs patients according to program protocol, and seats them in the classroom or waiting room.

Notifies clinical staff of patient’s arrival and of any need for special attention. Informs patients of unusual delays.

3. Maintains patient records, checks appropriateness of referrals and prepares charts for each visit. Works with clinical staff to design chart forms, orders and maintains adequate supplies, prepares chart for first visit, either directly or by delegation.

4. Facilitates each patient’s attendance and completion of program. Contacts patients who did not attend a scheduled visit or class to re-schedule the visit, and documents attempt in the patient’s chart.

Compiles program demographics and enters into database.

5. Maintains smooth operations to include, the phone, fax and written correspondence, as requested. Maintains complete and accurate phone messages for clinical staff, forwarding voicemail messages or routing calls to the most appropriate person for follow-up.

Produces and sends letters to referring providers monthly to inform them when a patient does not complete the program.

6. Ensures that office and patient care supplies are available when needed. Assists in ordering of copies, equipment and supplies.

7. Effectively and efficiently performs billing functions at least twice weekly. Works with patients and the Billing department to maximize recovery of denied claims.

8. Assists departments with the coordination of services related to departmental meetings and programs, special projects and community activities.

9. Assists in keeping waiting area, classroom and main office neat in appearance.

10. Responsible for recording and typing minutes at departmental meetings.

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