Job Description

This position is contingent upon award

International Health and Medical Services is looking for an experienced Administrative Assistant to support the efficient operation of healthcare services by managing administrative tasks, coordinating appointments, and ensuring effective communication between healthcare staff. This position is vital for maintaining organized records, facilitating access to medical care, and supporting the overall healthcare delivery process within the facility.

• Provides administrative support directly for the Health Services Administrator (HSA) and Assistant Health Services Administrator(s) (AHSA) in support of the mission.
• Maintain strict confidentiality of all records, including medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters.
• Types a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.
• Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices.
• Reviews files to meet current needs and periodically reviews materials for disposition.
• Maintains confidentiality of all records, including; medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per policy.
• Arranges for meetings, including making reservations for conference rooms and notifying participants.
• Attends meetings and prepares reports of the proceedings.
• Receives and screens visitors and telephone calls to the medical facility, referring callers to the Health Services Administrator or other clinic staff as appropriate.
• Independently accomplishes tasks and questions within their scope and seeks guidance when appropriate.
• Maintains HSA/AHSA calendar and schedules appointments and meetings as directed.
• Reminds HSA/AHSA of appointments and provided briefs on the matters to be considered before the scheduled meetings.
• Reschedules appointments when it becomes apparent that the HSA or AHSA will not be able to meet previous engagements.
• Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action.
• Uses initiative to obtain clarification or instructions from originating offices.
• Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.
• Receives and processes requests for information in accordance with the Fair Information Practice Principles and Privacy Act.
• Performs record keeping functions in accordance with program policies and position.
• Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.
• Performs the duties of Medical Records Technician as time allows when primary role is complete
• Completes all initial, annual and ad hoc training as required/assigned.
• Serves as a team member for analyzing established protocol practices and identifying areas for improvement.
• Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.
• Adheres to and participates in: IHSC’s Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.
• Attends and participates in general/medical staff meetings.
• Adheres to and maintains awareness of; IHSC Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed.
• Complete required organizational compliance education, including assigned requirements that are client-specified, for Joint Commission Healthcare Staffing Services certification or other regulatory bodies.

This list is non-exhaustive, and the role holder may be required to undertake additional duties that are not specifically listed above.

Qualifications

Basic Requirements/Certifications:

• Minimum of one-year experience preferably in a healthcare setting as an Administrative Assistant, where the processing of electronic medical health records and scheduling of medical appointments, such as radiology procedures, specialty consults, follow-up appointments, and surgical procedures was part of the daily responsibilities.

• Minimum of one year of direct experience with, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook and SharePoint.

• Verbal and written proficiency in Spanish (preferred, not required).

• Experience in a detention/correctional or residential healthcare setting (preferred, not required).

• Trained in Basic First Aid.

• Basic Life Support (BLS) required. AHA certification at least within first year.

• Employees shall have at least one year of general experience that demonstrates the following:

  • The ability to greet and deal tactfully with the public.
  • Capability of understanding and applying written and verbal orders, rules, and regulations. All personnel shall be literate and be able to interpret printed rules and regulations, detailed written orders, training instructions and materials, and must be able to compose reports.
  • Good judgment, courage, alertness, an even temperament, and render satisfactory performance through knowledge of his/her position responsibilities.
  • Ability to maintain poise and self-control during situations that involve mental stress, such as fires, explosions, civil disturbances, and building evacuations.

Education Required:

• Possess a high school diploma or equivalent.

Attributes and Professional Qualities:

• Strong oral and written communication skills.
• Excellent interpersonal skills.
• Critical thinking skill
• Cultural competency.
• Integrity and honesty.

Required Knowledge, Skills, and Abilities:

• Ability to establish and maintain positive working relationships in a multidisciplinary environment.
• Ability to communicate proficiently in English (verbal and written) in order to develop positive rapport with patients and co-workers and other stakeholders.
• Ability to work in a multi-cultural and multi-lingual environment and ability to utilize telephonic interpreter/translation services to complete assigned duties if not fluent in a language the patient understands.
• Ability to manage time effectively, prioritize tasks and communicate clearly with a basic knowledge of medical terminology.
• Ability to adapt to sudden changes in schedules and flexibility in work requirements.
• Ability to navigate in an electronic work environment including electronic health records, web-based trainings, and communications.
• Knowledge of basic office equipment/technology usage; including telephone, copy machine, scanner, computer, printer and ability to trouble shoot basic office equipment issues.
• Knowledge of, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook and SharePoint.
• Knowledge of regulations (HIPAA/Privacy Act/Fair Information Practice Principles) regarding the confidentiality of patient medical records and information as well as Personally Identifiable Information (PII).

Physical Requirements:

• Required to walk unaided at a normal pace for up to 5 minutes and maintain balance.
• Required to jog/fast walk up to ¼ mile.
• Requires physical exertion such as lifting objects greater than 30 pounds.
• Required to perform CPR/emergency care standing or kneeling.
• Must have the ability to assist sick, injured, or aging patients or staff exiting the building (may require lifting, dragging, wheeling, or carrying someone who weighs significantly more than self).
• Must be able to see, hear and smell with aids if necessary.
• Must be able to lift, push, or carry 30 pounds.
• Must perform the duties of my job in a stressful and often austere environment without physical limitations.
• Sitting and/or standing for extended periods of time.
• Average manual dexterity for computer operation.
• Phone or computer use for extended periods of time.

Other Special Qualifications:

• Must maintain current/physical residency in the continental U.S.
• Pass a medical examination conducted by a licensed physician within 30 days prior to initial assignment.
• U.S. citizen and have resided in the U.S. for the last five years (unless abroad on official U.S. government duty).
• Successfully engage in and complete a thorough Background Investigation.
• Poses or have ability to obtain required security clearances.
• Proficiency in Spanish is preferred.

Additional Information

Pay range is based on several factors and may vary in addition to a full range of medical, financial, and/or other benefits. Final salary and offer will be determined by the applicant’s background, experience, skills, internal equity, and alignment with geographical market data.

Benefits – Full-time positions are eligible for our comprehensive and competitive benefits package including medical, dental, vision, and basic life insurance. Additional benefits include a 401k plan paid time off and an annual bonus. International Health and Medical Services complies with all federal, state, and local minimum wage laws.

International Health and Medical Services is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with the applicable federal, state and local laws.