Clinical Administrative Assistant

SUMMARY: Under the direction of the Chief Medical Officer, the Clinical Administrative Assistant assists in the daily operation of MedNorth Health Center (MNHC) clinic by providing the clinic with administrative support.  As the primary liaison between MNHC health professionals they must always convey professionalism and confidentiality in their behavior, appearance and in their oral and written communication.

PRIMARY DUTIES and RESPONSIBILITIES include the following. Other duties may be assigned:

• Coordinate orientation and onboarding of new providers, medical students, preceptees and MedServe Fellows.
• Maintains records for staff, phones, company credit cards, and office keys.
• Creates various types of documentation using Microsoft Office.
• Coordinate’s meetings or conference calls as needed that may include facilitating lunch ordering.
• Answers phones in a timely manner using good customer service skills and judgement in the distribution of messages
• Sets and records minutes at meetings and archives them accordingly
• Compiles data and statistics for programs, required grants or reports.
• Provide administrative support by filing and retrieving documents, photocopying, faxing and scanning as needed.
• Offer clinical administrative assistance to the medical team.
• Input and extract clinical data into/from the EMR or other database (Practice Analytics or i2i), and work on data queries for reporting purposes related to productivity, quality, and operations. 
• Organize and handle clinical reports and other records pertaining to clinical studies, grants or performance improvement. 
• Handle documentation related to clinical expense, including budgets and purchase orders
• Ensure adequate supplies of materials and also help with presentations for the CMO
• Utilize scheduling and reminders in corresponding with clinical sites.04
• Manage the provider scheduling related to Paid Days Off, CME and coordinate with the Patient Access Team and Lead Medical Assistant on rescheduling of patient appointments on an ongoing basis. 
• Maintain the CMO schedule
• Performs other related duties as assigned

Requirements – Knowledge, Skills and Abilities

SUPERVISORY RESPONSIBILITIES: N/A

ADMINISTRATIVE RESPONSIBILITIES:  N/A

QUALIFICATION REQUIREMENTS:  The requirements listed below are representative of the knowledge skills, and/or ability required.

EDUCATION AND/OR EXPERIENCE:  One (1) or more years’ experience in the healthcare field in an administrative capacity and working with data entry and or Electronic Medical Record(s) systems. Candidates without the specific education qualifications, but who possess an appropriate combination of other academic qualifications will also be considered.  Medical Terminology Certification or proven knowledge of medical terminology, or other relevant professional certifications preferred.  Must be able to read, write and speak English fluently.  Prior healthcare experience preferred.  A GED or High school Diploma is a minimal educational requirement. One year experience or more resolving and analyzing issues pertaining to customers. No less than two years’ experience or more in an office environment using telephones and computers to carry out diverse administrative duties. 

Prior experience functioning in a clinic or hospital setup, or a health care provider office.

Highly efficient managing time, as well as prioritizing assigned tasks. 

Strong ability to perform several tasks together and complete given assignments before deadlines are reached.

Highly Proficient in the use of MS Office, including PowerPoint, Outlook, Word, and Excel, as well as possessing the ability to work with little supervision

INTERPERSONAL SKILLS:  Excellent interpersonal and customer service skills.  Teamwork and communication skills essential. Treat all patients, co-workers, and managers with courtesy and respect.  Ability to motivate self, and to work efficiently both in a team setting and as an individual.  Excellent at communicating in a business setting, as well as being detailed oriented.

MENTAL ABILITIES:  Cognitive reasoning. Clear thinking in high-pressure situations.  Ability to prioritize and withstand pressure of continual work with variable requirements.  Ability to concentrate and maintain accuracy despite frequent interruptions.  Critical thinking and organization skills, problem solving, and reasoning capabilities.

LANGUAGE SKILLS:  Ability to speak English fluently.  Spanish speaking or another language is a plus.

LICENSES, CERTIFICATES, REGISTRATIONS:  N/A

PHYSICAL DEMANDS:    The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, talk, and hear, use hands to finger, handle or feel.  The employee is occasionally required to stoop, kneel, crouch or crawl.  The employee is frequently required to lift and/or move up to 40 pounds.

The special vision requirements for this job are close vision (clear vision at 20 inches or less), color vision (ability to identify and distinguish colors).

WORK ENVIRONMENT: The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions for this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Inside a multi-cultural medical/dental clinic, which delivers comprehensive health care services to the disadvantaged and underserved.  The building is heated in winter and air conditioned in the summer with noise levels of moderate to loud.  Children crying and screaming.  Loud talking patients.  Patients speaking multiple languages at the same time.  Loud-speaker and/or paging.  May be subject to exposure to copier toner, correction fluid, and bright fluorescent lighting.

This job is a Bloodborne Pathogens risk category III position.

GENERAL EXPECTATIONS:

• The incumbent is expected to attend work daily and to be at work on time.
• The incumbent is expected to be a team player.
• The incumbent is expected to report absences in accordance with personnel policies and procedures.
• The incumbent's work is expected to be accurate, neat, and thorough, and completed on time.
• The incumbent is expected to have a positive attitude, be cooperative, and considerate of others.
• The incumbent is expected to be dependable and is expected to accept responsibility for assignments and duties given.
• The incumbent is expected to dress and act in a professional manner and adhere to all safety standards.
• The incumbent is expected to participate in staff meetings, be courteous and polite with patients and other staff.
• The incumbent is expected to maintain confidentiality.

NOTE: This job description may be changed only with the approval of the Chief Executive Officer, however it should be reviewed at least annually between the employee and the supervisor of the position.

Salary : $18 - $24