Office Assistant - Outpatient Rehab

Overview

The Legacy mission is about making lives better for others. Every member of our team – from clinical to clerical team – embodies that mission. If you believe that your clerical and communication skills can be a vital component of the Legacy mission, you may be perfect for our team.

 

This role provides complex and diversified clerical and office support that requires advanced administrative skills and knowledge. Duties will vary depending on working environment (clinical vs. nonclinical). Responsibilities may include typing, transcription, file management, scheduling procedures and/or meetings, physician billing, ordering supplies and operation of office equipment. Work is generally performed independently requiring judgment and problem-solving skills under limited supervision. May assist with orientation of new personnel. May register patients in absence of or as backup to Admitting. May act as a resource person for employees regarding staffing and payroll issues.

 

This position is for a busy outpatient clinic which supports outpatient adult rehab (PT/OT/SLP) and cardiac/pulmonary rehab. Strong customer-service skills preferred. Position includes checking patients in for appointments, scheduling appointments, verifying insurance and answering phone calls.

Responsibilities

 

PRIMARY ADMINISTRATIVE SUPPORT:

Report generation, file management, operation of office equipment.

Produces, organizes and distributes correspondence and reports according to department and operating unit needs.

Types/processes and transcribes routine and complex reports, forms, and correspondence, including the use of technical and medical terminology when necessary, from notes or dictation.

Composes routine correspondence and reports under general department guidelines.

Edits documents for grammar, punctuation, etc. Responsible for file management. Maintains department records, files and logs in a complete, current and accessible manner. Respond to requests for records and locates previous medical records as needed.

Files, retrieves, reviews, responds to and distributes documents and/or correspondence that may be complex and time-sensitive.

Operates standard office equipment such as personal computer, facsimile, copier, postage machine and multi-line telephone.

Operates both standard and highly specialized personal computer software such as desktop publishing, specialized graphics, spreadsheet, calendar and project management software.

ALTERNATIVE ADMINISTRATIVE SUPPORT:

May assist with ordering, L-timekeeping, billing and data collection as appropriate.

May be assigned to analyze departmental data usually from a single source using routine data gathering and analytical procedures.

May perform medical transcription.

May order supplies for department.

May monitor and audit department budget.

May prepare monthly billing and input patient charges into the system.

May reconcile daily books.

May participate in department CQI activities, data collection and typing of reports as requested.

May serve as L-time timekeeper. Handles any problems with staff paychecks by contacting the appropriate party (Payroll, Human Resources, etc.). Works with confidential information.

COORDINATION:

Coordinates workflow for the department. May include independently scheduling meetings and/or procedures.

Creates schedule types and work patterns as needed. Loads varying data into system about personnel, budget and staff coverage.

Coordinates the workflow of clerical support personnel.

Coordinates department activities within the limited scope of the position.

Organizes and schedules meetings within the department or with other medical staff and contracted vendors or between physicians and other departments.

Reports, files, logs and schedules information accurately and completely.

May be responsible to maintain calendars, make appointments and meeting arrangements for departmental staff or manager.

May make routine travel arrangements for departmental professional staff and manager.

Attends and reports on meetings in the functional work area.

Recommends department procedures and any changes to management.

Works with other departments as needed, and notifies appropriate parties of their assigned cases, changes in their schedules, etc.

Enters into the computer system any pertinent information needed for the procedure. Independently enters data as needed; may include daily patient/procedure data.

JOB KNOWLEDGE/JOB SKILLS

Technical, management and/or physician support is provided skillfully to maintain efficient and reliable workflow.

Maintains knowledge of department procedures.

Facilitates communication between department m