Administrative Assistant

SUMMARY

Support daily operations by ensuring a smooth patient experience through coordinating administrative tasks managing communications and maintaining accurate medical records in a fast-paced environment.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Ensure efficient scheduling of medical appointments to support smooth daily operations.
• Consult with third-party vendors to coordinate and schedule patient medical appointments.
• Communicate with patients and external partners to confirm availability and coordinate medical appointments.
• Reschedule or cancel appointments as needed ensuring all parties are notified promptly and accurately.
• Maintain up-to-date calendars and prevent scheduling conflicts across multiple locations.
• Set reminders prepare appointment authorizations and proactively schedule follow-up visits.
• Manage time zones and coordinate patient availability for the nearest clinics within a 50-mile radius.
• Follow up to obtain required patient medical clearances and certificates in a timely manner.
• Track medical appointments and monitor annual recertification renewals to ensure compliance.
• Coordinate and provide daily support for scheduling operations and workflow management.
• Prepare and organize medical documents reports and correspondence.
• Ensure compliance with privacy regulations and confidentiality standards (e.g. HIPAA).
• Attend meetings and prepare pre-meeting materials including weekly metrics agendas and post-meeting minutes.
• Utilize intermediate to advanced proficiency in Microsoft 365 applications including Word Excel Teams OneNote Outlook and SharePoint.
• Maintain organized filing systems (electronic).
• Maintain regular and punctual attendance in accordance with company standards.
• Perform additional administrative duties as assigned.

SUPERVISORY RESPONSIBILITIES

None.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent; Associates degree preferred.
• One (1) to three (3) years of experience in medical scheduling healthcare administration or a related role.
• Intermediate to advanced proficiency in Microsoft Office 365 and EMR systems.
• Must obtain and maintain any necessary security access and/or background checks.

DESIRED QUALIFICATIONS & SKILLS

• Excellent organizational time management and multitasking skills.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Experience working in remote or virtual environments is preferred.
• Strong written and verbal communication abilities.
• Strong follow-through and proactive communication.
• Comfort navigating virtual collaboration tools.
• High attention to detail.
• Ability to prioritize independently in a fast-paced environment.
• Ability to handle sensitive information with discretion.
• Self-discipline and accountability.
• Customer service-oriented mindset.

WORK SCHEDULE

Full-time. May be required to work additional hours as needed to complete assignment or project.

TRAVEL

None.

DRIVING REQUIREMENTS

None.

WORK ENVIRONMENT

Work is expected to be remote; however the company reserves the right to require onsite work.

PHYSICAL DEMANDS

Position requires the ability to sit or stand at a computer workstation for extended periods while performing data entry analysis and reporting tasks. Regular use of hands and fingers is required to operate a keyboard mouse and other office tools. It is Katmais business philosophy and practice to provide reasonable accommodations according to applicable state and federal laws to all qualified individuals with physical or mental disabilities.

COMPENSATION & BENEFITS PACKAGE

• Pay rate: $19.12 per hour.
• H&W: $4.57 per hour up to 40 hours per week.
• Eligible Benefits: Medical Dental Vision Life & AD&D Insurance Long-Term & Short-Term Disability Insurance 401(k) Savings Plan Employee Assistance Program (EAP) Vacation & Paid Personal Time 11 Paid Federal Holidays and Leave of Absence.

COMPLIANCE:

To be considered for this position all applicants must apply on the company websitehttps:// are a VEVRAA Federal Contractor

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age race colorreligion sex sexual orientation gender identity or national origin disability status protected veteran status marital status familial status or any other characteristic protected by ://

Preference will be given to Ouzinkie Shareholders Descendants of Shareholders and Spouses of Shareholders in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2000e - 2(i).