Administrative Assistant

Position Summary:

Under the direction of the Health Information Manager (HIM), the Administrative Assistant is responsible for overseeing outsourced transcription to include copy edit of documents, creation and revision of Agency forms, policies, and documents, and for taking and transcribing accurate and complete minutes of various confidential meetings. The Administrative Assistant will also assist the HIM with updating patient charts in the Electronic Medical Records System.

Essential Functions:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Tracks incoming dictation and outgoing transcription on a daily basis.

• Reports any discrepancies in dictation to the appropriate person.

• Monitors contract transcription company’s progress in regards to timely and accurate returns of documentations.

• Reviews invoices/statements from contract transcription company and verifies accuracy.

• Researches problems, missing data questions, or errors in information and provides for the resolution and correction to it.

• Trains providers to use dictation system.

• Creates new forms and revises established agency forms as requested.

• Edits and revises policies and procedures as requested.

• Prepares meeting area and refreshments for monthly organizational meeting.

• Takes and transcribes minutes for various organizational meetings.

• Remains familiar with and adheres to published Agency policies.

• Continuously monitor system for incoming electronic faxes. Respond and/or route to appropriate party promptly.

• Accurately and efficiently import/scan client records (faxed and paper copies) into client’s EHR and notify appropriate staff of the addition of new information.

• Accurately process basic ROI requests.

• Aid Health Information Manager on audits and reports as necessary.

• Accurately record shared information in the electronic medical records system.

• Perform various client file updates in the appropriate electronic medical records system.

• Attend regularly scheduled department meetings.

Nonessential Functions

• Receives and routes incoming mail as needed.
• Collects cash from Reception and prepares deposit as needed.
• Covers for Executive Assistant as needed.
• Serves on Agency ad-hoc committees as requested or assigned.
• Other position related duties as assigned.

Working Conditions:

• Work is performed inside a heated, ventilated, and well-lighted environment.
• Job is considered low-risk for hazard exposure.
• MHS is a non-smoking campus.

Physical Demands:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires extensive sitting with limited motion for long periods of time. Moderate amounts of standing, bending, and reaching. Lifting under 50 lbs.
• Requires manual dexterity sufficient to operate computer keyboard, office and other equipment.
• Requires normal range of hearing and vision acuity.

Employment Practices:

MHS is an Equal Opportunity institution and does not discriminate against any person in employment or in admission, treatment, or participation in its programs and benefits on the basis of race, color, national origin, creed, ability to speak English, disability, sex, age, or marital status.

Educational and Experience Requirements

• High School Diploma or Equivalency.
• Experience using a variety of computer programs including but not limited to Microsoft Office Suite products and electronic health records.
• One-year experience in a similar position preferred
• Experience with Electronic Health Record System(s) preferred.

Knowledge, Skills, Abilities

In order to succeed in this position, the incumbent must be able to demonstrate:

• Proficiency in English language
• Excellent punctuation, grammar, and spelling skills
• Knowledge of medical terminology
• Strong organizational skills
• Demonstrated ability to communicate effectively, both orally and in writing, and to relate in a positive, courteous manner to staff and clients.
• Ability to work cohesively, efficiently and effectively with all agency departments
• Positive interpersonal skills
• Ability to work independently and remain self-motivated
• Ability to observe client/staff/proprietary information confidentiality requirements
• Tolerance for multiple demands.
• General knowledge of telephones, office procedures, and equipment including fax and scanning systems.