Medical Administrative Assistant

Job Description

DEPARTMENT: Cooper House Nursing Department

REPORTS TO: Cooper House Administrator and Nursing Supervisor

STATUS: Full-time/Non-Exempt

SPECIFIC JOB DUTIES AND RESPONSIBILITIES:

• Establish, maintain and revise record keeping and electronic filing systems; classify,

sort and file correspondence, articles and other electronic documents.

• Responsible for organizing, maintaining, and safeguarding patient health records,

ensuring their accuracy, completeness, and confidentiality in accordance with

healthcare regulations like HIPAA.

• Keep daily record on number of residents in facility, their appointments, leave of

absence requests and hospital stays.

• Utilize EpicCareLink to coordinate appointments, gather medical records, and up

orders.

• Coordinate all healthcare appointments daily with residents, including setting-up

doctor’s visits, follow-ups and working with physicians who visit the facility

personally.

• Manage Cooper House’s QuickMAR data, updating resident records, entering in new

orders, create log-ins for new staff, and communicating any issues directly with

QuickMAR personnel.

• Receive and screen visitors and telephone calls with diplomacy and discretion;

respond to general inquiries concerning the activities and operation of the dept.

• Type and proofread a variety of correspondence which may include reports, memos

and financial statements.

• Utilize personal computer skills for creating word-processing documents, designing

forms, creating presentation graphics, electronic mail management and maintaining

daily calendar.

• Oversee all aspects of the nursing schedule striving to keep overtime costs down.

• Conduct care plan preparations at least once a week to ensure social service team

has accurate information on each client.

• Communicate with staffing agencies for the training, scheduling, and onboarding of

all agency staff. Assist DON with handling last-minute call-ins, and contacting

appropriate agency personnel.

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results to Director of Nursing and Administrator.

• Document and record minutes for monthly meetings for nursing department and

Cooper House All-staff.

• Assist with new admissions including updating Quickmar to include their personal

information and reaching out to healthcare providers to obtain medical records.

• Order and maintain office supply inventory for entire nursing department.

• Daily communication by fax and/or telephone to multiple physicians’ offices/labs.

• Track that all physician’s orders are signed within timeframes set forth by regulatory

guidelines.

• Daily audit of CNA documentation to ensure all s are obtained for billing

purposes.

• Complete monthly report and provide administrative support to monthly waiver case

managers meeting.

• Assist in identifying and correcting problem areas in dept. to improve services.

• Maintain complete confidentiality of all patient information and respect their rights

with kindness and dignity. HIPPA

• Assist Nursing Supervisor and Administrator with administrative duties as needed.

• Assist LPN-on duty and CNAs-on duty as needed, preparing and administering oral,

topical, and inhaled medications, maintaining medication records, monitoring for

adverse reactions, and assisting with daily living activities for residents.

• Fill-in for LPNs and/or CNAs as needed during staffing challenges with direction from

the DON.

• Provide support and training for all new C.N.As as needed.

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WORKING CONDITIONS:

• Sit, stand, bend, lift and move intermittently during working hours. Must be able to

list, push, and pull in excess of 20 pounds.

• Subject to interruptions and emotionally upset patients, family members, etc.

• Regular interaction with patients, personnel, visitors, government agencies, etc.

under all conditions and circumstances.

• Must be comfortable multi-tasking and working in a fast-paced environment.

REQUIREMENTS:

EDUCATION AND EXPERIENCE:

• A high school diploma or equivalent (GED) is required, some college a plus.

• Must be a Certified Medical Technician (CMT) or a Certified Nursing Assistant (CNA)

and willing to completed Level 1 Med Adie Training (L1MA).

• One to three years of administrative experience in healthcare field is preferred. Must

be familiar with technology, especially computers and scanning equipment.

• Experience with Medicaid billing and working with vulnerable populations preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

• Must be able to read, write and speak the English Language in an understandable

manner.

• Must possess the ability to make independent decisions, follow instructions and

accept constructive criticism.

• Have the ability to deal tactfully with personnel, family members, visitors,

government agencies/personnel and the general public.

• Possess great attention to detail to ensure regulatory compliance.

DESIRED ATTRIBUTES:

• Understanding of issues pertaining to HIV/AIDS, homelessness, mental health,

substance abuse and poverty.

This job description in no way states or implies that these are the only duties the

Administrative Specialist will be required to perform. The omission of specific statements of

duties does not exclude them from the position if the work is similar, related, or is a logical

assignment to the position.

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ACKNOWLEDGMENT

I have read the above job description and fully understand the requirements set forth therein. I

hereby accept the position of Medical Administrative Specialist and agree to abide by the

requirements set forth and will perform all duties and responsibilities to the best of my ability.

This job description is illustrative only and is not meant to encompass all possible duties that an

employee may be called upon to perform or all conditions that an employee may encounter

during the course and scope of the employee’s employment.

I further understand that my employment is at-will and thereby understand that my employment

can be terminated at-will by the facility or myself and such termination can be made without

notice.

DOORWAYS provides equal employment and social service opportunities to all regardless of

race, color, sex, national origin, ability, military service eligibility, veteran status, marital status,

disability, gender, gender identity, gender expression, sexual orientation or any other category

protected by law. We strongly encourage and seek applications from women, people of color,

members of the LGBTQIA community, as well as individuals with prior contact with the

criminal justice system. DOORWAYS complies with federal and state disability laws and makes

reasonable accommodations for applicants and employees with disabilities.

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