Administrative Assistant, Plastic Surgery

Provides administrative support for the department. Involves extensive interaction with diverse populations including the public, visitors, patients and families, and providers.

Essential Responsibilities including but not limited to: 

• 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.

• Actively assists and supports licensed practitioners by queuing prescriptions for renewal.

Required Qualifications:

• High School diploma or GED required.

• 0-1 years related work experience required.

• Experience with computer systems required, including web-based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Social/Environmental Requirements:

• Work requires close attention to task for work to be accurately completed. Intermittent breaks during the workday do not compromise the work.

• Work routine is fairly consistent, but employee needs to be able to use judgment to respond to events several times a week.

• No substantial exposure to adverse environmental conditions

Health Care Status:  Facilitates patient care

Sensory Requirements:

• Close work (paperwork, visual examination), Monitor Use, Visual monotony, Visual clarity <3 feet, Conversation, Telephone.

Physical Requirements:

• Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time.  Walking and standing are required only occasionally.

• This job requires constant sitting, Keyboard use, Endurance-working up to 3-4 hours without a break, frequent Power Grasping using one hand. There may be occasional Fine Manipulation using one hand.