Job Description

Main function
The Administrative Assistant is a full-time position that contributes to the efficient day-to-day operations of the administrator\xe2\x80\x99s 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 facility\xe2\x80\x99s ideology, mission, goals, and objectives
Performs in accordance with the facility\xe2\x80\x99s policies and procedures
Follows the facility\xe2\x80\x99s standards for ethical business conduct
Conducts self as a positive role model and team member
Recognizes patients\xe2\x80\x99 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
Processes payroll through Intuit on a timely manner
Reviews, codes, and processes accounts payable through QuickBooks in a timely manner
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
Office administration
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 organization\'s 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
Contributes to the progress and development of the organization\xe2\x80\x99s adopted compliance program
Performs according to established compliance policies and procedures
Remains current on all federal and state guidelines regarding business office practices (e.g., fraud, abuse, and anti-kickback statutes)

5. Performance-improvement program
Contributes to the progress and development of the organization\'s adopted performance-improvement program
Performs according to established performance-improvement policies and procedures

6. Safety/Risk-management program
Adheres to safety policies and procedures in performing job duties and responsibilities
Reports observed or suspected safety violations, hazards, and policy/procedure noncompliance to safety officer or other designated person

7. Professional competence
Participates in continuing education and other learning experiences
Shares knowledge gained in continuing education with staff
Maintains membership in relevant professional organizations
Seeks new learning experiences by accepting challenging opportunities and responsibilities
Welcomes suggestions and recommendations

8. Payroll
Organizes and maintains payroll and employee benefit records to maintain compliance with federal and state rules and regulations
Reviews time cards and payroll verification forms for accuracy and compliance with facility policies
Maintains records regarding vacation, sick leave, etc.
Processes payroll through Intuit in a timely manner

9. Financial practices
Uses facility resources appropriately and avoids wasteful practices
Reports wasteful practices
Analyzes work area and makes recommendations for potential cost-effective improvements
Maintains appropriate and accurate accounts-payable financial records
Ensures that financial transactions follow generally accepted accounting principles and facility policy
Scans third party insurance documents and Medicare remittance advices into the phi folder for billing company to review

10. Accounts payable
Evaluates accounts payable and purchasing procedures to maintain compliance with federal and state rules and regulations
Reviews invoices with materials management for accuracy (e.g., back order, filled) before approving for payment
Applies proper codes to invoices and processes payment on weekly basis using QuickBooks
Communicates with accountant as needed for accounting related supplies/issues
Assists with completing new vendor credit applications for accounts payable purposes
Completes and submits W-9 forms as requested by vendors
Maintains credit card use log and accounts for all charges on monthly statement

11. Medical records
Oversees medical record storage
Maintains security and confidentiality of medical records
Sends all medical records requests to management for review
Prepares invoice for medical records and submits records to requested party in a timely manner

12. Credentialing
Works with credentialing entity to monitor timeliness of applications and reapplications
Ensures current licensure, malpractice insurance, TB status spreadsheet is current. Keeps delineation of privilege binder information up to date
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 Packets

13. Supplies
Orders office, break room, and other supplies as needed
Performs price comparisons on frequently purchased items
Restocks break room supplies, vending machines, and patient food supplies

14. Apprenticeship Program
Serves as liaison between State of Alaska Apprenticeship program and the surgery center
Maintains all documents including monthly tracking sheets for employees enrolled in apprenticeship program
Submits tracking sheets for apprenticeships on monthly basis

15. Human Resources
Maintains accurate employee database and files
Ensures current licensure, health documents, and required employee forms are on file and up to date
Tracks due dates for probationary periods and annual evaluations. d) Tracks eligibility dates for employee benefits
Provides employment verification to employment companies

16. Visitor Compliance Documentation
Serves as Liaison between schools/students and the Surgery Center
Submits and ensures completion of orientation packets for all visitors of the Surgery Center including students, vendors, and job shadowers
Maintain storage of visitor files
Communicates and coordinates visitor\xe2\x80\x99s access to Surgery Center with the Clinical Director and Administrator

17. Event Planning
Schedules, plans, and sets up the annual company picnic and Christmas party

18. Maintenance of Certifications and Documents
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
Tracks expiration dates for services agreements and contracts. Assists Administrator with renewal of service agreements and contracts in a timely manner
Maintains temperature log of Vaccine Refrigerator and Tissue Freezer

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

Surgery Center of Fairbanks