Administrative Assistant I

Administrative Assistant I

Department: Michigan Heart – Pacemaker Clinic

Location: Trinity Health Ann Arbor

Total Rewards and Benefits:

• Competitive compensation, DAILYPAY
• Benefits effective Day One! No waiting periods.
• Full benefits package including Medical, Dental, Vision, PTO, Life Insurance, Short and Long-term Disability
• Retirement savings plan with employer match and contributions
• Opportunity for growth and advancement throughout Trinity Health
• Tuition Reimbursement

Position Purpose:

In support of a team of physicians, mid-level providers, and Triage RNs, performs administrative duties and responsibilities. Follows procedures to prepare correspondences and schedules and coordinates meetings. Retrieves data from a variety of sources and enters it into established reports. Problem solves issues. Primary contact is with physicians, RNs, internal staff, managers and patients and answers questions by referencing a variety of routine sources. 

Status Available: Full-Time, 40 hours/week

Required Qualifications:

Education:

High school diploma or equivalent.

Experience:

• 0 – 3 years of administrative support experience.  
• Proficient in at least one Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Access).
• Basic knowledge of general/standard administrative functions and of department policies and procedures.
• Knowledge of medical terminology for transcription.

Physical and Mental Requirements and Working Conditions:

• Normal office environment.
• Occasional lifting of up to 25 pounds, bending, standing and walking.
• Demonstrates ability to work independently in a detail-oriented environment where multi-tasking and deadlines are in place.
• Good communication and interpersonal skills to effectively communicate with internal staff, managers, visitors and patients.
• Tact and discretion in all interactions internally and externally.

What you will do:  

• Provides comprehensive administrative and secretarial support to teams of physician, mid-level providers, and Triage RNs, utilizing critical thinking skills and knowledge of departmental and organizational policies and procedures in a fast paced, ever changing work environment.
• Independently manages daily schedules and coordinates multiple calendars for providers in scheduling software (such as EPM and Outlook), ensuring the schedule is full, taking the initiative to rearrange the schedule as necessary, and informing the team of schedule changes.
• Performs a variety of general secretarial and administrative duties such as copying, collating, running errands, assembling and distributing packets, mailings and memos.  Also performs duties and tasks specific to the functions and needs of the department.
• May coordinate arrangements for physician meetings, including scheduling, catering, preparing materials and agendas, recording and preparing minutes, and follow-up activities.
• Attend meetings as needed.
• Works with confidential and highly sensitive information daily.
• Anticipates team needs and takes initiative to develop action plans to resolve daily challenges, using judgment and discretion.
• On a daily basis, deals with staff, physicians, medical professionals, patients, visitors, and external customers, responding to inquiries regarding patient care, records, and other matters utilizing knowledge of organization and problem-solving skills. 
•  Directs incoming patient and physician office calls, working closely with the Team RN to answer a high volume of patient inquiries and process patient test results.  Acts as an advocate for the patient for any concerns regarding appointments, plans of care, complaints, communicating normal test/procedure results. Schedules patient appointments for Michigan Heart, requiring attention to detail, knowledge of medical terminology, patient demographics, insurance verification and eligibility.  Schedules and coordinates cardiology testing as needed. 
• Accurately schedules appointments, gathering the proper information needed to complete the appointment.
• Maintains accurate patient demographics in the EHR/EPM including insurance.
• Utilizes information on insurance par lists. Knowledge of when an insurance authorization is needed and where to obtain it.
• Outpatient Clinic/Testing: Proactive collaboration with Providers, MAs in clinic and Testing Staff.
• Monitors Triage task box to assure all requests/follow up questions are addressed.  Provides accurate/concise triage messaging and tasking. Participates in obtaining any information needed by the Physician, MLP and/or RN to complete patient care tasks.
• Compose patient correspondences as needed.
• Provides support for the front desk, procedure schedulers and call center when questions arise regarding policy and procedures.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.