What are the responsibilities and job description for the Administrative Assistant - BRGP- Mid-City Medicine Clinic position at Baton Rouge General Physician Services?
JOB PURPOSE OR MISSION: Provides a variety of administrative and staff support services. Assists in the management of department operations. Performs duties for the age population served, as defined in the department’s scope of service.
PERFORMANCE CRITERIA
CRITERIA A: Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.
- Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.
- Takes initiative in living our Everyday Excellence values and vital signs.
- Takes initiative in identifying customer needs before the customer asks.
- Participates in teamwork willingly and with enthusiasm.
- Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.
- Keeps customers informed, answers customer questions and anticipates information needs of customers.
CRITERIA B: Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines and the GHS Corporate Compliance Guidelines.
- Practices diligence in fulfilling the regulatory and legal requirements of the position and department.
- Maintains accurate and reliable patient/organizational records.
- Maintains professional relationships with appropriate officials; communicates honesty and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.
CRITERIA C: Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives.
- Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.
- Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.
- Upholds the ethical standards of the organization.
CRITERIA D: Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.
- Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.
- Initiates or redesigns to continuously improve work processes.
- Contributes ideas and suggestions to improve approaches to work processes.
- Willingly participates in organization and/or department quality initiatives.
CRITERIA E: Cost Management - Employee demonstrates effective cost management practices.
- Effectively manages time and resources
- Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.
- Consistently looks for and uses resource saving processes.
CRITERIA F: Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.
- Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.
- Employee proactively reports errors, potential errors, injuries or potential injuries.
- Employee demonstrates departmental specific patient and employee safety standards at all times.
- Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.
JOB FUNCTIONS
ESSENTIAL JOB FUNCTIONS include, but are not limited to:
1. Provides administrative support to supervisor and staff to assure continuity of departmental operations.
- Arranges and schedules appointments, including interviewing callers and making proper referrals.
- Consistently reviews and prioritizes all incoming mail and material.
- Maintains up-to-date management manuals, directives, policies and procedures.
- Maintains accurate records and organizes filing and archive system to facilitate retrieval of information.
- Monitors and maintains appropriate levels of office supplies, equipment and other materials.
- Makes travel arrangements per established guidelines.
- Generates check vouchers and expense reports accurately.
2. Supervises and directs activities of clerical/secretarial staff to assure the accurate and timely completion of required responsibilities and special projects.
PERFORMANCE STANDARDS:
- Effectively supervises, develops and evaluates clerical staff.
- Establishes, monitors and maintains standards of performance.
- Manages the workflow of the clerical staff to insure documents are produced timely and accurately.
- Facilitates professional growth and development of clerical staff through education programs, seminars, courses, and/or in-service training.
- Delegates and sets priorities for work received and distributes to others as appropriate.
3. Maintains and manages employee Human Resources files in accordance with all regulatory agencies and manages timekeeping function for assigned area, as required.
- Initiates personnel files on new employees and maintains in an accurate and timely manner.
- Conducts periodic audits of personnel files and makes corrections accordingly.
- Accurately enters time into Kronos system 100% of the time.
- Edits timekeeping errors to ensure 100% accurate pay period records.
- Adheres to organization policy and procedure regarding timelines for data entry and reporting.
4. Produces a variety of complex documents requiring comprehensive knowledge of multiple PC software packages and complex operations.
- Demonstrates familiarity with all standardized formats utilized in correspondence, manuals, proposals, etc.
- Possess a clear comprehension and demonstrated capability to design and layout forms.
- Determines most appropriate software program for processing.
- Word-processes general correspondence, memos, charts, tables, graphs, business plans, etc.
- Prepares draft agendas and records minutes for meetings as requested with 100% accuracy.
- Consistently proofs work for completeness and accuracy.
5. Performs all other duties as assigned.
EXPERIENCE REQUIREMENTS
2 years experience in secretarial position
EDUCATIONAL REQUIREMENTS
High School Diploma or GED preferred.
SPECIAL SKILL, LICENSE AND KNOWLEDGE REQUIREMENTS
Computer literacy
HIPAA REQUIREMENTS:
Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: paper and electronic medical records with limit to job function, employee health records, patient demographics, medical record related to quality/data, patient financial and 3rd party billing information, patients related complaints, information related to patient location, patients religious beliefs, research and investigatory information.
SAFETY REQUIREMENTS:
Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: incident reporting, exposure control plan, identification of patients, clinical alarms for adolescent through elderly ages.
