Apply on Employer Site

International SOS Government Medical Services · 9 hours ago

Administrative Assistant

Hutchins, TX, USA

Full-time

Onsite

Entry Level

1+ years exp

International SOS Government Medical Services is a company that provides customized medical and security risk management solutions. They are seeking an experienced Administrative Assistant to support healthcare services by managing administrative tasks and ensuring effective communication among healthcare staff.

Hospital & Health Care

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

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

Qualification

Microsoft Office proficiencyElectronic health recordsBasic Life Support (BLS)Healthcare administrative experienceSpanish proficiencyCultural competencyCommunication skillsInterpersonal skillsCritical thinkingTime management

Required

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

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

Possess a high school diploma or equivalent

Strong oral and written communication skills

Excellent interpersonal skills

Critical thinking skill

Cultural competency

Integrity and honesty

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)

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

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