Psychiatric Referrals and Admissions Center - Administrative Assistant, PRN

Company Description

The University of Maryland Medical System (UMMS) is an academic private health system, focused on delivering compassionate, high quality care and putting discovery and innovation into practice at the bedside. Partnering with the University of Maryland School of Medicine, University of Maryland School of Nursing and University of Maryland, Baltimore who educate the state’s future health care professionals, UMMS is an integrated network of care, delivering 25 percent of all hospital care in urban, suburban and rural communities across the state of Maryland. UMMS puts academic medicine within reach through primary and specialty care delivered at 11 hospitals, including the flagship University of Maryland Medical Center, the System’s anchor institution in downtown Baltimore, as well as through a network of University of Maryland Urgent Care centers and more than 150 other locations in 13 counties. For more information, visit www.umms.org.

Job Description

This position is located within the Psychiatric Admissions and Referral Center (PARC) in collaboration with the University of Maryland Access Center (UMAC) for the University of Maryland Medical System. Looking for candidates familiar with the psychiatric inpatient admission process for voluntary and involuntary patients to inpatient level of care, including referral management, insurance verification and authorization, and psychiatry admission legal paperwork requirements. Candidates familiar with psychiatric partial hospitalization/intensive outpatient program referrals/authorizations also desired. 

Under general supervision, provides a variety of administrative services to an organizational unit requiring a thorough knowledge of departmental practices and procedures. Assist in the preparation and control of records, statistics and reports regarding operations. Research, collect and prepare data for management assignments, reports and presentations. Utilize personal computer, word processing, spreadsheet applications, and database management in performing tasks. 

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Administrative Assistants perform administrative duties for various departments throughout the Medical System and duties vary slightly based upon the needs of the particular department; major responsibilities are as follows:

• Receives and screens telephone calls and visitors.  Independently handles or refers callers to others as appropriate.  Determines urgency of situation and calms parents/patients/employees if necessary.  Decides emergency need to interrupt, contacts leaders and/or clinicians, prioritizes patient/customer problems for referrals and appointments.  Demonstrates and observes UMMS guest relations practices when answering telephone and in-person inquires or providing information to patients, visitors, and staff.
• Prepares, collates, assembles, and ensures the accuracy of reports, documents, and various materials. Submits reports, documents, and notifications to individuals, departments, agencies, and facilities as appropriate. 
• Collects and compiles a variety of statistical information such as census data, department activity data, and other such data.
• Schedules and coordinates meetings, appointments, and conferences.  Prepare agendas and assembles background materials.  May attend meetings and prepare notes.  
• Sets up and maintains various department manual and computerized filing systems, particularly confidential files, in accordance with department procedures or TJC record keeping requirements.  Enters, updates, and retrieves information stored in files and databases; customizes special reports.  Retrieval and filing of medical records, referral documents, etc. where appropriate.
• Orders and maintains office and/or clinical supplies and equipment.  Assists in the care and maintenance of department office equipment.
• Orders, sorts, and distributes incoming and outgoing mail/email; prioritizes correspondence for department head/administrator and brings priority items to the supervisor’s attention.  Responds to routine correspondence on own initiative.
• Maintains established hospital/departmental unit policies, procedures, objectives, quality assurance, safety, environmental and infection control standards.
• Performs related duties as required, including registration/scheduling activities, and keeping accurate logs of calls and activities.

Qualifications

• Completion of a high school level of course work with attainment of a high school diploma or a state High School Equivalency Certificat