CLINICAL ADMINISTRATIVE ASSISTANT

GENERAL DESCRIPTION OF POSITION :

Performs complex administrative support work for the Chief Medical Officer and Chief Nursing Officer. Work involves disseminating information, maintaining filing systems, taking minutes, preparing announcements and administrative support work and the CMOs and CNOs calendar.

Maintains records and tracks data for the Nursing Department. Handles sensitive and confidential information important to the organization and risk management. Records and transcribes minutes for the various committees in the organization. Sets-up departmental meetings for Nursing and Infection Control. Assists the Chief Nursing Officer, with monitoring compliance of departmental guidelines for personnel. Assists the Chief Nursing Officer and Nursing Supervisory staff with payroll and timekeeping and generating reports.

Will perform all duties which involve interaction with a patient in a manner which ensures the patient has a pleasant and satisfactory experience. All interactions with the patients will be in adherence to the PCMH principles, policies, and procedures.

ESSENTIAL JOB FUNCTIONS : (With or without accommodations)

Coordinates and prepares agendas and related materials for assigned medical/administrative, committee and nursing meetings to include notification of all members required to attend meetings. Assists medical/administrative or committee chair with administrative tasks. Follow up on outstanding items. Assists the Chief Medical Officer in Physician Recruitment Activities/Locum Tenens through confirmation agreement, scheduling, local housing arrangement, auto rental, travel arrangement, and time sheet payments

Prepares, schedules and maintains minutes of assigned medical/administrative and nursing meetings. Assures expeditious follow through on meeting actions or changes in policy. Assists in maintaining administrative and clinical manuals. Maintains a calendar of activities and notifies the CMO and CNO of all appointments or meetings that have been scheduled. Assists and prepares correspondence for the CMO and CNO. Assists with onboarding new staff physicians and mid-level personnel.

Receives, reviews, tallies and keeps Title Audits. Performs chart audits to support Su Clinicas ongoing Performance Improvement. Prepares and disseminates information concerning Nursing programs and procedures. Prepares, edits, and distributes correspondence, reports, studies, forms, and documents. Assists the CNO tracking, tabulating, logging and coordination of data, and audits. Prepares and organizes required documentation of surveying bodies such as HRSA OSV, Texas Department of State Health Services (DSHS) and others.

Works closely with finance to incorporate and generate monthly Provider Incentive Program Activity Reports of statistical data for Physicians/Practitioners/CNM Clinic Encounters, Productivity Incentive, Provider & CNM Work Schedule, Provider & CNM Actual and Clinical FTEs, and Patient Provider Service Reports for Medical, Administrative Leadership, and Board Meetings. Performs chart audits for MCO Quality Measures, GPRO audits for MSSP.

Acts as a liaison between internal and external stakeholders for MCOs. Manage various forms of communication such as emails, phone calls and official correspondence. Completes weekly schedules for Floater CMAs with CNO approval. Organizes and maintains calendar for MCO meetings. Receives meeting schedules, minutes, graphs and reports. Collects and submits mileage and differential forms to Payroll Department. Prepares travel reimbursement as requested. Provides coverage for Administrative Switchboard Operator as needed. Attends work on a regular and predictable schedule in accordance with clinic leave policy and performs other duties assigned. Responsible for their own safety as well as the safety of others.

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES: (use of equipment, job related knowledge, language, etc.)

Knowledge of office practices and administrative procedures.

Knowledge in providing effective Customer Service on a daily basis.

Knowledge of computer software (Microsoft Word, Excel, etc.) programs.

Knowledge in the use of electronic mail.

Skilled in the use of a computer.

Ability to read, write and spell accurately.

Ability to maintain an effective and professional working relationship with the public and co-workers.

Able to bend, stretch, stoop, stand, sit, and lift.

Able to lift 20 lbs.

Able to operate a keyboard, telephone, and other office equipment.

Able to record, prepare and communicate appropriate reports.

Ability to maintain a positive work environment.

Ability to work in a fast paced environment.

Ability to maintain a flexible work schedule.

Ability to maintain client and office confidentiality.

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Minimum Qualifications/Certificates/Licenses/Registrations Required: High school diploma or GED . Minimum four years experience in performing highly complex executive/administrative work in an administrative environment, preferable in healthcare. Experience in working with the public. Education can substitute experience year for year.

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SPECIAL INSTRUCTIONS: This position requires travel. Employee must provide transportation. If employee operates a personal motor vehicle in the performance of their official duties, the employee must possess a current valid Texas drivers license for the appropriate type of vehicle and Texas Liability insurance. This position requires that an employees driving record be verified with law enforcement to ensure compliance with SCs driving policy.

Due to the nature of SC Services, it may be necessary for employees to work extended hours or other variations of the usual shift to ensure adequate care to patients and to maintain service to the community.