Administrative Assistant at Surgery Center-Part time

Main function
The Administrative Assistant is a part-time position (9am-2:30pm M-F) that contributes to the efficient day-to-day operations of the administrators office and supports the work of management other staff and the Board of Directors. Provides office services by implementing administrative systems procedures and policies and monitoring administrative projects.

Reports to
Administrator/management company

Duties and responsibilities
1. Philosophy
Supports the facilitys ideology mission goals and objectives
Performs in accordance with the facilitys policies and procedures
Follows the facilitys standards for ethical business conduct
Conducts self as a positive role model and team member
Recognizes patients rights and responsibilities and supports them in performance of job duties
Participates in facility committees meetings in services and activities

2. Communication
Communicates effectively and professionally with patients visitors physicians and coworkers
Interacts with others in a positive respectful and considerate manner
Adheres to strict patient employee and business confidentiality standards

3. Primary Duties
Provide administrative support to management and other staff
Provide Board support
Prepare written agenda for the board meeting
With management staff assist with the timely distribution of material to the Board
Support the Board with meeting travel and other arrangements
Maintain current roster of the medical staff and notify in house of any changes
Ensures current licensure malpractice insurance TB status spreadsheet is current
Keeps delineation of privileges binder current
Maintain accurate employee database and files
Ensures current licensure health documents and required employee forms are on file
Ensures proper documentation of all surgery center visitors
Tracks expiration dates for facility licensing insurance service agreements and contracts
Oversees storage and archiving of medical records
Serves as liaison between surgery center and apprenticeship program
Orders office break room and other supplies as needed
Plans company events
Answer general phone inquiries in a professional and courteous manner
Direct phone inquiries to the appropriate staff member
Reply to general information requests with the accurate information
Greet visitors to the organization in a professional and friendly manner
Supervise and train patient registration representative
Use computer word processing spreadsheet and database software
Sort incoming mail faxes and deliveries for distribution
Assists with troubleshooting and maintenance of office equipment throughout center
Prepare and submit deposit
Prepare and send outgoing faxes mail and packages
Forward incoming general e-mails to the appropriate staff member
Relay voice mail from the general mailbox to the appropriate staff member
Data entry and upkeep of the organizations databases ensuring a high level of accuracy
Research edit and circulate information to the organization
Other duties may be assigned as necessary


4. Compliance program

a) Contributes to the progress and development of the organizations adopted compliance program

b) Performs according to established compliance policies and procedures

c) Remains current on all federal and state guidelines regarding business office practices (e.g. fraud abuse and anti-kickback statutes)

5. Performance-improvement program

a) Contributes to the progress and development of the organizations adopted performance-improvement program

b) Performs according to established performance-improvement policies and procedures

6. Safety/Risk-management program

a) Adheres to safety policies and procedures in performing job duties and responsibilities

b) Reports observed or suspected safety violations hazards and policy/procedure noncompliance to safety officer or another designated person

7. Professional competence

a) Participates in continuing education and other learning experiences

b) Shares knowledge gained in continuing education with staff

c) Maintains membership in relevant professional organizations

d) Seeks new learning experiences by accepting challenging opportunities and responsibilities

e) Welcomes suggestions and recommendations

8. Payroll

a) Organizes and maintains payroll and employee benefit records to maintain compliance with federal and state rules and regulations

b) Maintains records regarding vacation sick leave etc.

9. Financial practices

a) Uses facility resources appropriately and avoids wasteful practices

b) Reports wasteful practices

c) Analyzes work area and makes recommendations for potential cost-effective improvements

d) Maintains appropriate and accurate accounts-payable financial records

e) Ensures that financial transactions follow generally accepted accounting principles and facility policy

f) Scans third party insurance documents and Medicare remittance advices in the PHI folder for billing company to review

10. Accounts payable

a) Assists with completing new vendor credit applications for accounts payable purposes

b) Completes and submits W-9 forms as requested by vendors

c) Maintains credit card use log and accounts for all charges on monthly statement

11. Medical record

a) Maintains security and confidentiality of medical records

b) Sends all medical records requests to management for review

c) Prepares invoice for medical records and submits records to requested party in a timely manner

12. Supervise

a) Train Patient Registration Representatives

b) Oversee their work and fill in when needed

a. If needed work hours will be adjusted to cover for staffs PTO and sick leave

13. Credentialing knowledge and tracking/backup

a) Works with credentialing entity to monitor timeliness of applications and reapplications

b) Ensures current licensure malpractice insurance TB status spreadsheet is current

c) Keeps delineation of privilege binder information up to date

d) Collects and maintains an accurate practitioner database; prepares Physician / Allied Health professional credentialing file for the board mails out physician/ Allied health appointment letters and Orientation Packet

14. Supplies

a) Orders office break room and other supplies as needed

b) Performs price comparisons on frequently purchased items

c) Restocks break room supplies and patient food supplies

15. Human Resources

a) Maintains accurate employee database and files

b) Ensures current licensure health documents and required employee forms are on file and up

to date

c) Tracks due dates for probationary periods and annual evaluations.

d) Tracks eligibility dates for employee benefits

e) Provides employment verification to employment companies

16. Visitor Compliance Documentation

a) Serves as Liaison between schools/students and the Surgery Center

b) Submits and ensures completion of orientation packets for all visitors of the Surgery Center

including students vendors and job shadowers

c) Maintain storage of visitor files

d) Communicates and coordinates visitors access to Surgery Center with the Clinical Director

and Administrator

17. Event Planning

a) Schedules plans and sets up the annual company picnic and Christmas party

18. Maintenance of Certifications and Documents

a) Tracks expiration dates for facility documents such as business license liability insurance

x- ray registration etc. Assists Administrator with renewal of facility documents in a timely

manner

b) Tracks expiration dates for services agreements and contracts. Assists Administrator with

renewal of service agreements and contracts in a timely manner

19. Life Safety Officer assistant

a) Assist with Life Safety tasks and manage spreadsheet

20. Mail and Medical record requests

a) Retrieve and distribute

b) Medical record audit requests legal requests insurance company requests received

a. Verify consent to release the record

b. Coordinate with Anderson & Lohr (A&L) staff regarding request receipt and records to produce as billing records will need to accompany many of the requests

1. Requests are scanned into the PHI

2. A&L notified that request has been scanned to PHI

c. Copy the requested records and prepare submission via instructions included in the request

d. Maintain an Excel spreadsheet to track medical record requests

Responsibility for assets
1. Responsible for all office supplies and business office equipment
2. Responsible for petty cash
3. Responsible for scheduling book/computer module
4. Responsible for sending medical records to archive company
5. Responsible for human resource and business office reference materials
6. Responsible for maintaining financial and payroll records

Qualifications
1. Cooperative work attitude toward co-employees management patients visitors and physicians
2. Ability to promote favorable facility image with physicians patients insurance companies and general public
3. Ability to make decisions and solve problems

Requirements
** Required **
1. High school diploma or GED certificate
2. Training or courses in business office activities
3. Four years of progressive administrative or office management experience
4. Strong ethical and moral character references
**Preferred**
1. Basic knowledge of accounting procedures and QuickBooks
2. Strong knowledge of computers (e.g. word processing spreadsheets etc.)
3. Good oral and written communication skills
4. Basic knowledge of medical terminology

Job quality requirements
1. Accuracy
2. Attention to detail
3. Timeliness
4. Organization
5. Little supervision needed to accomplish tasks

Physical/mental requirements
1. Ability to sit/stand for long periods; ability to walk
2. Visual and auditory acuity for frequent use of computer and telephone and occasional use of other office equipment

Working conditions (environmental)
1. Well-lit and ventilated with non-hazardous and hazardous equipment
2. Category III: exposure to Bloodborne pathogens and may encounter chemical hazards

To honor a commitment to excellence and compassion in surgical outpatient care. Using contemporary ideas and techniques we will provide our patients the highest quality of care based on the following principles:

1. Meet the health care needs of our community regardless of race religion sex or ability to pay
2. Maintain the highest standard of ethical care for all surgeons and staff by strict adherence to moral values honesty and integrity in all our behavior
3. Seek to always create cost-effective solutions to minimize the financial burden on those we treat and their families.
4. Provide the highest level of outpatient surgical care with modern state of the art practices.

OUR FACILITY

The Surgery Center of Fairbanks opened on November 20 2010. Since then the facility has treated thousands of Interior Alaska residents with a wide range of health conditions. We specialize in outpatient surgery where surgical procedures are performed and patients are allowed to go home the same day. We are the only free-standing fully dedicated outpatient surgical facility in the Fairbanks area. We specialize in patient care using modern technology and digital electronic interfaces. We create an environment where the patient is our number one priority. We are owned and operated by Alaskans and we are your neighbors and friends. We understand the issues that face all Alaskans when they need surgery and we are proud to play a role if they require our services.

The Surgery Center of Fairbanks works with all health government programs such as Medicare Medicaid Denali Kidcare TriCare and the Veterans Administration. We accept all private insurance carriers and we guarantee to work with any patient to minimize the financial strain that some surgical procedures may require.

Most surgical specialties are performed at our facility: urology orthopedics ophthalmology neurosurgery general surgery ear nose and throat podiatry gynecology chronic pain procedures and gastroenterology. We have a fully dedicated pediatric procedure room for children to make their experience easier.

In summary The Surgery Center of Fairbanks exists to provide a level of efficiency and care dedicated fully to our patients. We take extreme pride in making that our mission. It is owned by Alaskans it is run by Alaskans and its only goal is to take care of Alaskans.