Clinical Administrative Assistant

Overview

This position provides high-level administrative support to the Chief Clinical Services Officer. The role requires representing the Clinical Services Officer with the highest level of professionalism, discretion, and confidentiality in a variety of situations. The administrative assistant is also responsible for supporting regulatory compliance efforts by coordinating and maintaining required state licensing, certifications, and registrations to ensure compliance with all applicable regulations and organizational standards. 

Responsibilities

PERFORMANCE AREA 1:

Works closely with the CCSO to support other members of the clinical team to:

• Obtaining CLIA certificates issued by CMS for each UHC location. Responsible for the certificate renewals for the CLR every year and the CLIA certificate every two years before expiring.

• Obtaining waste management certificate for each new location and responsible for annual renewals before expiring.

• Obtaining American Proficiency Institute (API) contracts, accounts are created for each new location and must be kept current. Renewed annually for all locations at one time.

• Maintain Radiology registration renewals current for all locations, review annual radiology registration requests with CCSO for approval.

• Cardinal account creation for each UHC location, including assigning account access to order medications.

• Keep official records and maintain the work of papers and documents of the organization accurately and with confidence.

• Responsible for common and basic office duties such as answering the telephone, direct calls, emails and fax, filing, and many more related to daily work. 

• Will have to complete common project work such as participating on tasks requiring added assistance and help the clinical staff. 

• Will run reports when necessary and effectively present to requesting staff member. 

• Special projects as determined by scope of company changes and strategic imitative efforts. 

PERFORMANCE AREA 1: Clinical Administrative Duties

• Screens incoming calls and correspondence and respond independently when possible. 

• Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget. 

• Prepares agendas, notices, minutes and resolutions for meetings. 

• Responds to routine external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents. 

• Arranges travel plans and itineraries, and compiles documents for travel related meetings. 

• Maintains confidentiality of all corporate, personnel and research matters.

PERFORMANCE AREA 2: General Corporate Expectations

• Attends and actively participates in all meetings (e.g., department meetings, program meetings, employee staff meetings) and other activities as required or assigned. 

• Records minutes at meetings and archives them accordingly. 

• Attending workshops/seminars as necessary to increase skills and knowledge to provide effective care, treatment, and/or leadership. 

• Supports the overall needs of the health center by working flexible or extended hours when necessary. 

• Supports the needs of the health center by traveling to other UHC health centers when department needs dictate. 

• Demonstrates awareness of, and compliance with, organizational mission and objective of UHC to provide health care access and support services for all members of the community. 

• Supports their own staff development by completing the required hours of continuing education each year. 

• Other work-related duties as assigned by supervisor. Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally either verbally or in writing. 

• Maintains confidentiality and respect for information regarding patients and other team members; abides by UHC Rules of Confidentiality and general HIPAA regulations regarding privacy. 

• Displays a positive, professional, and respectful demeanor at all times toward employees, peers, professional contacts, and patients served, maintaining a professional appearance and positive image for the health centers. 

• In charge of keeping inventory of all office supplies and placing replenishment orders as needed. 

• Contributes to the team by promoting positive staff interaction, maintaining open communication with other programs/departments.  

Qualifications

EDUCATION:

• Associate’s degree in business administration or administrative practices required with a Bachelor's degree preferred. 

SKILLS:

• Four (4) years of administrative experience including one year with a health care organization preferred
• Typing ability of 60 wpm with proficiency with Microsoft Office software preferred.
• Must have the ability to type from draft copy, review and edit reports, and correspondence, using appropriate grammar, spelling, and punctuation.  
• Knowledge of health care administration practices, organization policies, procedures, and systems.
• Customer-service oriented
• Proficient at modern office practices and procedures. 
• Detail oriented. 
• Highly organized. 
• Positive professional insight
• Flexibility and dependability
• Demonstrated good problem-solving skills; sound judgment
• Strong computer skills. 
• Attention to detail and excellent follow-through on work tasks. 
• Able to manage multiple tasks simultaneously. 
• Excellent writing skills 
• Articulate and professional in appearance. 

The hourly wage range that UHC reasonably expects to pay for the position upon hire starts at $24.20 an hour. Our salaries are dependent on knowledge, skills, and experience.

In addition, our comprehensive benefits package for regular status employees includes:

• Medical, Dental, and Vision insurance with low premium cost
• Paid time off and paid holidays
• 401k plan with matching contribution
• Educational Assistance
• Employee discounts and more!