Job Description

As a Front Desk Administrative Specialisdt II be a dept at working as a member of a team and be a strong problem solver , comfortable making decisions within the scope of the role.

Specific skills and qualifications include:

• Administrative Experience: A minimum of 2 years in an administrative role is required.
• Technical/Clerical Skills:
  • Proficiency in Microsoft Office 365 .
  • Ability to create, update, and maintain medical records/charts according to policy.
  • Skill in data entry into medical charts, TREATS, and other systems (which may include complex text and numbers).
  • Ability to collect, organize, and file paperwork and charts .
  • Assisting with medical records purge, archiving , and conversion/implementation of EHR .
  • Experience with indexing and scanning documents into EPIC .
  • Utilizing Windows-based and other software to register clients, determine medical coverage/eligibility, schedule appointments , and generate client encounter and billing reports .
  • Processing civil surgeon requests .
  • Monitoring EDN notifications , printing forms, and tracking data.
  • Performing weekly chart audits in InfoLinx.
  • Opening, sorting, reviewing, and distributing program mail and correspondence .
  • Tracking and monitoring patient x-rays .
  • Coordinating pharmacy requests and patient medication collection.
• Customer Service Skills:
  • Responding to inquiries from clients and providers regarding public health services.
  • Providing clinic and program information that requires limited interpretation of established policies and procedures.
  • Greeting, screening, and triaging clients in person and on the telephone through established clinic systems.
  • Monitoring client flow in the patient waiting area , which may involve dealing with sensitive or potentially volatile situations.
  • Assisting clients with complaints and following up on concerns.
  • Informing patients of their rights and responsibilities .
  • Assisting clients with completing patient registration and consent forms .
  • Ascertaining client's referral needs (like medical care and insurance coverage) and assisting with related paperwork.
  • Understanding, determining, and explaining client’s complex insurance coverage and billing/payment policies and procedures.
  • Proficiency in customer service internal and external, including providing clear, timely, and helpful responses to information requests in person, by phone, and in writing.
• Scheduling and Coordination Skills:
  • Scheduling and processing a high volume of daily client appointments , determining appointment type with providers.
  • Monitoring and adjusting client and provider schedules .
  • Making appointment reminder calls .
  • Scheduling transportation (Hopelink, private taxi) and interpreters for clinic appointments.
  • Assisting patients in navigating the hospital .
  • Participating in team and program meetings and helping to implement clinic flow adjustments, program changes, and methods to improve efficiency.
• Organizational and Time Management Skills:
  • Proficient in planning and organizing a large volume of administrative tasks .
  • Ability to establish work priorities .
  • Able to manage time and multiple priorities effectively .
  • Skilled at flexing activities with business needs while managing time and completing projects within designated timeframes and deadlines.
• Adaptability and Problem-Solving:
  • Able to be adaptable to rapid change .
  • Comfortable making decisions within the scope of the role .
  • Able to work effectively under tight timelines and with high profile projects.
  • A strong problem solver .
• Physical Requirement: Able to lift up to 25lbs .

Additionally, the position is part of a clerical team, so the ability to be cross-trained to fill in for other clerical positions and potentially train other staff on the duties performed is also important.

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