POSITION: Administrative Assistant

RESPONSIBLE TO: Practice Administrator

JOB SUMMARY: This position is responsible for administratively supporting Orthopeadic Specialists Physicians, Practice Administrator and employees. Duties include assisting in daily office needs and managing our company’s general administrative duties.

EDUCATIONAL REQUIREMENTS:

• Associate’s Degree Required

QUALIFICATIONS AND EXPERIENCE:

• Minimum twelve months’ experience working in a physician office / hospital setting or telemarketing preferred.

• Knowledge of practice management and word processing software.

• Ability to perform multiple and diverse tasks simultaneously.

• Ability to establish and maintain effective working relationships with patients, coworkers, other health care providers and the public under stressful conditions.

• Pleasant speaking voice and demeanor

• Neat, professional appearance, superior verbal communication skills.

• Attention to detail is mandatory with accurate written and verbal communication critical to success.

• Creative and persistent problem solver.

• Ability to speak clearly and concisely communicate instructions to patients and read, understand, and follow oral and written instructions.

• Neat, professional appearance.

Responsibilities include, but are not limited to, the following:

Duties:

• Coordinate and/or arrange meetings, conference calls and travel schedules including but not limited to team, and management/administrative meetings.
• Book all travel (airfare, hotel, rental car) for site visits, conferences and office trips when necessary.
• Prepare physician expenses to be submitted for reimbursement for credit cards.
• Provide support to physician on personal needs (stocking office fridge, run various errands, etc.).
• Manage calendars with daily scheduling interaction to create a manageable day for the practice.
• Maintain physician contacts.
• Manage communication and correspondence daily.
• Prepare mail, reports, and various documents for Practice Administrator.
• Work with all internal departments to facilitate smooth flow of information pertinent to recruiting and human resources.
• Communicate with third party entities that support OS.
• Deliver/pick up items as needed by OS (bank deposits, overnight deliveries, food for meetings, etc.).
• Schedule / attend marketing events, prepare marketing material and follow up on leads under the direction of the Practice Administrator.
• Assist with physician credentialing for insurance companies, and hospital privileges.
• Prepare PowerPoint presentations, word documents, mail merge and excel spreadsheets as requested.
• Create and maintain a Team Meeting and Board Meeting Master Calendar when necessary
• Manage cell phones for the team when necessary.
• Create/print general reports as requested.
• General office work (faxing, mailings, draft letters, word documents, order supplies & forms).
• Complete additional special projects as assigned.
• Order office supplies.

• Serve as a back-up for reception (OS and Plaza)

Other

• Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.

• Checking patients in and out using appropriate processes.

• Performs various auditing/charging duties (as applicable for PT / OT / MRI).

• Assists in keeping the working area clean at all times.

• Attends all meetings as requested.

• Performs any additional duties as requested by the Practice Administrator.

• Sets and exemplifies high ethical standards and holds self and others accountable for conduct.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Typical Physical Demands

Position requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required. Employee must have normal range of hearing and eyesight to record, prepare, and communicate appropriate reports.

Typical Working Conditions

Normal office environment.