Position Summary: Provides overall support to the practice while assisting the Administrator with daily operation of the practice. Facilitates teamwork and common direction at the practice site and within the Pediatric Practice Physician Group. Coordinates activity within the practice site with partnering providers to assure care is continuously provided to the community.
Required Job-Specific Competencies:
Specific duties may include, but are not limited to the following:
- Management and Supervision of Clerical Staff
- Maintains Clerical Schedule
- Assist Administrator and Nurse Manager with Annual Performance Evaluations
- Attendance and Participation at Administrative Meetings
- Aid staff with HR concerns in absence of Administrator or Nurse Manager
- Scheduling and completion of New Employee orientation for payroll
- Copying and preparing charts for all legal requests
- Health Care Benefits for staff- enroll, pay premiums, work with BOND, complete audits
- Request and complete NYS Disability and or PFL paperwork for staff at the direction of the Practice Manager/Administrator
- Attendance at meetings to stay current on any changes from NYS regarding payroll, labor or other HR policies
- Update Labor Posters and any changes during the year to ensure all mandatory information is posted in both offices for staff to view
- Place tickets with IT in the absence of Administrator or Nurse Manager to ensure staff workflow isn't interrupted.
- Maintain patient record storage and destruction of records when retention time has been reached
- Work with vendors in the absence of Practice Adminstrator
- Maintain Employee Handbook and send updates with a memo to all staff.
- Cover the clerical desk as needed to ensure we do not have staffing shortages.
- Welcomes patients and visitors to the medical office by greeting patient and visitors in person and on the telephone; answers inquiries or refers questions to the appropriate staff member
- Schedules appointment for the physician/s, nurse practitioner and physician assistant to optimize patient satisfaction, provider time and most effective utilization of examining and treatment rooms
- Prepares a daily schedule of examinations or treatment.
- Endeavors to keep patients on schedule by reminding provider of service delays.
- Maintains reception area in neat and orderly condition.
- May assist other staff members with their duties as workload dictates
- Insurance verification and collection of co-pays
- Provides positive customer relations in dealing with patients, families, physicians, members of the healthcare team, referral sources, services agencies and others.
- Adheres to all department/facility policies.
- Provide effective, equitable, understandable and respectful quality care and services that are responsive to diverse cultural health beliefs and practices, preferred languages, health literacy and other communication needs.
Education: Associate's Degree Preferred
Experience: 1-3 years in Administrative Position Preferred
Contact with others:
- Close daily contact with patients, their families, physicians, student nurses and instructors, hospital, office associates and visitors.
- Routinely interacts with hospital, physician and provider community in coordination of patient care.
- Routinely interacts with Practice Management for support and operations assistance.
Working Conditions/Hazards:
- Works in well-lighted, well-ventilated areas, may be subject to temperature variables.
- May be exposed to communicable disease or infections.
- May be subject to physical strain or minor injury.
- Stands and walks most of the day; bends, works in reaching or strained positions, pushes, pulls, lifts and carries medium to heavy weights intermittently throughout the day.
- Must be able to carry out all of the above responsibilities with no physical limitations.