Administrative Assistant

Job Summary

Responsible for implementation and maintenance of the Rehabilitation Services’ information systems inclusive of paper, electronic and telecommunication methods. Co-ordinates the secretarial and clerical functions to insure the efficient operation of the department by employing a wide range of business and information skills. Creates necessary documents, reports and presentations for department with attention to detail. Assists in education and training of the support staff with clerical standard work and new systems and procedures along with performance/continuous improvement initiatives. Is able to support the inpatient and outpatient Rehabilitation Services department across the System by working closely with the Rehabilitation Services management, office, and clinical personnel as well as working across Excela Health departments with a team approach. Works with minimal direction and oversight, is communicative and a team player, is organized, and can prioritize readily while completing tasks timely. Provides occasional coverage for the Rehab Services’ schedulers/registrars as needed.

Essential Job Functions

• Functions as ADMINISTRATIVE ASSISTANT to the Director.
• Manages meeting schedules; arranges appointments and interviews, and keeps all parties informed of changes and conflicts.
• Assists Director with the day to day operations.
• Performs receptionist duties and serves as gatekeeper for all communication to the department, including answering the telephones, receiving/routing mail, greeting visitors, assessing nature of communication, and responding appropriately.
• Manages paperwork, scheduling, and communication/coordination with administrative staff/department managers.
• Transcribes and distributes letters, memoranda, statistical and information reports, and other documents.
• Operates proficiently all office equipment including scanner, computer, printer, fax machine, and photocopier.
• Manages calendars and completed mileage reports
• Assists with spreadsheets and graphs for use in presentations.
• Coordinates data from various sources for completion/submission of request for departmental information.
• Completes requests in a timely fashion.
• Compiles statistical data and other materials necessary to complete materials necessary to complete reports, records, special studies, and correspondence.
• Assures information is complete and correct; verifies with appropriate individual before finalizing.
• Finalizes format and distributes to individuals in need of information by due date.
• Opens and distributes incoming mail; Prepares outgoing mail for courier.
• Guides, directs, and evaluates the clerical components of Excela Health Rehabilitation Services.
• Oversees clerical components of the rehab department including insurance, scheduling, and billing processes. Educates clerical staff in new programs or changes in clerical activities, follows-up and trouble shoots as needed. Alerts leadership when issues noted.
• In conjunction with manager, assists in the creation of standard work for rehab techs to insure optimal clerical support and smooth operations of the department.
• Assists with clerical duties when other staff members are absent, including scheduling and outpatient front desk.
• Maintains calendar appointments allowing maximum time efficiency.
• Handles administrative details independently within capacity.
• Prepares meeting agendas and materials; arranges for meeting rooms and completes meeting minutes.
• Answers phones, takes messages, answers question and handles inquiries within capacity. Route calls elsewhere as needed.
• Interprets incoming messages and notifies leaders or appropriate staff of information requiring immediate attention.
• Maintains contracts in Medi Tract system
• Develops and maintains databases to monitor financial and clinical outcomes.
• Works with managers to identify opportunities for department performance improvement and monitors activities.
• Analyzes information gathered for occupational, physical, and speech therapy throughout Excela Health Rehabilitation Services and creates necessary documents.
• Supports JointWorks program in outcome data collection compilation.
• Creates comparison graphs and charts to reflect volumes, productivity, delays, and other trends assigned.
• Utilizes Microsoft office proficiently to create graphs and reports.
• Prepares reports in appropriate timeframes.
• Prepares graphs and reports for visual presentation including Power Point to internal and external parties.
• Creates, tracks & reports to management on EMR reports; as well as insurance issues/changes, billing errors and corrections as needed by revenue cycle specialist.
• Assists in formulating and revising applicable policies and procedures for areas of responsibility within department.
• Types policies for rehab services and maintains policy files.
• Assists Director and managers in revising the policies and procedures online manual.
• Assists in education clerical staff in changes in policy and procedure related to their respective areas of responsibility.
• Coordinates all payroll functions for Excela Health Rehabilitation Services and assists in staff scheduling as needed.
• Enters and submits payroll information for the department.
• Assists manager to monitor staff timecard entries for compliance.
• Serves as rehab liaison to other departments.
• Communicates effectively and efficiently with other hospital departments for data integration, coding functions, procurement, and maintenance of clinical or office equipment.
• Coordinates functions, projects, and assignments with applicable management and staff across Excela Health System.
• Communicates relevant information to all staff across the System as directed by leadership.
• Establishes and maintains accurate record keeping and filing systems, including through EMR.
• Maintains files as per Excela Health policies and state/federal guidelines.
• Maintains confidentiality of patient information.
• Assists therapy staff in maintaining records in accordance with department and system policies.
• Understands and helps to rectify registration, billing or EMR issues and notifies management and applicable departments accordingly/timely.
• Demonstrate flexibility in scheduling for planned events.
• Coordinates scheduling of all education activities including room and AV equipment scheduling and sets up rooms for meetings/activities. Works out conflicts with other departments related to room reservations.
• Staff schedules require flexibility as they are dependent on patient care needs, which may include early morning, evening and weekend hours
• Travel to other entities or sites within the System as necessity dictates for training or support. Assists in orienting, training, and developing clerical personnel/office staff in computer application and database management.
• Reports any issues to manager at the clinical level.
• Assists in developing competencies for clerical staff and assists manager in monitoring follow-through of skill.
• Travels occasionally to other entities or sites within the System as necessity dictates for training or support services.
• Steps into the role of patient scheduler/front office as occasional coverage when needed.
• Will efficiently and accurately schedule patients for outpatient rehabilitation services, as well as obtain, verify and update patient information and insurance coverage when necessary.
• Schedules patient appointments for designated departments
• Ensures communication with all patients/coworkers.
• Assists Revenue Cycle Specialist in tracking, education and training of support personnel on billing issues and insurance updates as requested.
• Other duties as assigned

Required Qualifications

• HS Diploma, GED or higher level of education.

• Completion of Post-Secondary Secretarial Coursework or has completed some college and/or has work experience in office settings.
• Recent related training; minimum one (1) year of experience in Secretarial/Administrative.
• Proficiency with Office Equipment such as computer, printer, copier, scanner, fax machine, etc.
• Proficient in typing with evidence of advanced computer skills; including Microsoft Office- Outlook, Excel
• Spreadsheets, PowerPoint, and various software programs
• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment, and knowledge of legal aspects and liability of nursing practice.
• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.
• Multi-tasking, prioritizing of assignments, and analytical problem-solving skills; demonstrates leadership qualities.

Preferred Qualifications

• Associate’s in Secretarial/Medical preferred.
• One (1) year experience as Administrative Assistant.
• Medical Terminology

License, Certification & Clearances

• PA Act 34 Pennsylvania Access to Criminal History Clearance

Supervisory Responsibilities

• This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.

Position Type/Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).
• Travel may be expected locally between Independence Health System locations.

LEAN

• Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one’s own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Independence Health System missions, vision and values.

AAP/EEO

• Independence Health System is an Equal Opportunity Employer. It is the policy of Independence Health System to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, marital status, non-job related disability, veteran status, or genetic information, or any other protected class. Independence Health System will conform to the spirit as well as the letter of all applicable laws and regulations.
• Ability to perform the Essential Functions listed on the Physical Conditions and ability to perform the Essential Functions on the Working Condition chart below.

Work Environment

Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)