ADMINISTRATIVE ASST at Integritus Healthcare in East Longmeadow, MA

Essential Job Functions

• Communicate effectively in writing, on the telephone and in person
• Sit or stand continuously for periods up to 2 hours
• Operate computer for continuous period up to one hour.
• Lift and carry items weighing up to 20 lbs.
• Complete written forms and reports
• Operate office equipment such as telephone switchboard, calculator, copier, printer, and facsimile machine.

Key Program Activities

• Operate main telephone and serve as receptionist; ensure calls are forwarded automatically to on-call service at end of day or during emergency.

• Maintains Interpreters Logs and files: process calls for interpreter services.

• Prepare and process new admission paperwork and reports to support IntegriHome Team Meetings.

• As assigned, prepare information and admission packets.

• Electronically file documents in open and closed medical records daily, per procedure as assigned.

• Send facsimiles and process incoming facsimiles.

• Deliver provider orders when necessary and obtain provider signature to ensure agency compliance

• Enter information and electronic medical record and produce reports as assigned.

• Prepare daily mail as needed.

• Update RN on-call calendar; Communicate schedule changes to IntellaTriage.

• Maintain adequate inventory and organization of medical supply closet.

• Other duties as assigned.

• Participate in agency Quality Improvement process as requested.

• Maintain basic understanding of agency services, organization events, eligibility funding and mission.

Administrative Expectations

• Order and maintain adequate inventory of office supplies.
• Maintain staff directory and emergency phone tree; redistribute to staff when directory is revised
• Coordinate the supply, distribution, and maintenance of clinical staff cell phones and pagers.
• Maintain knowledge and skill level adequate to provide back-up or assistance to other clerical staff when needed.
• Attend agency meetings (monthly staff, department meetings, in-services, etc.) and record minutes as assigned.
• Meet individual and program expectations and goals as identified through performance appraisals, the annual plan or by the supervisor.

Qualifications

        *(Minimum qualifications will be considered required unless specifically stated otherwise)*

Experience:

• Recent experience in word or data processing, preferably in a medical setting.
• Demonstrated word processing and data entry skills.
• Recent experience as a telephone/visitor receptionist or demonstrated ability to manage and route incoming telephone calls.
• Basic knowledge of medical terminology, medical records management and medical insurance highly desirable.
• Good basic skills in business correspondence composition, style, grammar, alphabetizing and spelling.

Education, Training, Licenses:

(Acquired through formal education, outside study, training on jobs of lesser degree, or by any combination of these. May be expressed in terms of formal educational equivalents):

• High school diploma or equivalent required
• Training in office skills, secretarial science, data/word processing.

Other Requirements:

• Demonstrates good written and oral communication skills and public relations skills.
• Demonstrates autonomy, organization, assertiveness, and flexibility and cooperation in performing job responsibilities.
• Demonstrates excellent observation, verbal and written communication skills.
• Must be able to read, write and speak the English language proficiently.
• Must have proficient computer skills.
• Handle multiple tasks and meet deadlines.
• Ability to plan, organize, develop, implement and interpret the programs, goals and objectives, policies and procedures that relate to the compliance function.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, patients/ family members, visitors, government agencies/personnel and the general public.

Working Relationships:

• Title of direct supervisor: Branch Manager
• Key Contacts (external/ internal):

Branch Manager, Referral/ Intake team; Interdisciplinary Team members; Human Resources

Working Conditions

• Uniform / Dress Requirements (Beyond those requirements outlined within Policy No. C:3-015.1): None

Work Environment:

• Working Conditions: Office environment. Subject to varying and unpredictable situations. Handles emergency or crisis situations.
• OSHA exposure category: Category III
  • Category I ― Position includes tasks that involve exposure to blood, body fluids, tissues.
  • Category II ―Position includes tasks that involve no exposure to blood, body fluids, tissues, but employment may require unplanned Category I tasks.
  • Category III ― Position includes tasks that involve no exposure to blood, body fluids, tissues; would not be required to perform Category I tasks.