Administrative Assistant, Urology Department

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of this position.

Primary Responsibilities:

Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. 

Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed.

Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences, seminars and other department sponsored programs or events. Receives, records and prepares related materials and performs other related duties as assigned. 

Provides positive and effective customer service that supports the operations of the department and medical center. 

Prepares, routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays, problems and errors. 

Performs routine clerical duties, such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating and distributing documents. 

Organizes and maintains department files, records and databases following established procedures. Enters information from source documents into databases and/or spreadsheets.

May also update patient demographic and insurance information as necessary and obtains specialist referrals for all patient appointments. Schedules patient appointments utilizing scheduling tools and resources. Coordinates and communicates ancillary appointments and procedures working with other hospital staff as needed.

Obtains patient information and materials as needed from referral sources. Prepares patient records for clinical activities and maintains patient records for physicians. Acts as liaison with other departments and external customers in a calm and supportive manner. Handles confidential information appropriately and explains policies and procedures when necessary.