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Administrative Assistant

Company: University of Miami Health System
Location: Logan
Posted on: June 6, 2021

Job Description:

The UHealth Department of Dermatology has an exciting opportunity for an Administrative Assistant. The Administrative Assistant performs a variety of clerical functions and office support activities for assigned department(s) to facilitate the efficient operations of the office.

CORE JOB FUNCTIONS - 60%

Supports department and/or department leadership with daily clerical tasks. Prepares basic reports, charts, budgets and other presentation materials. Responds to routine inquiries from external or internal sources with standard correspondence or other messaging. Plans meetings and takes detailed minutes, as needed. Answers phone calls, provides information to callers or connects callers to appropriate staff. Schedules appointments and updates calendars. Makes travel arrangements and reservations for department leadership and staff, as needed. Composes and types correspondence, such as informative materials; creates spreadsheets and presentations. Greets and provides general support to visitors. Develops and maintains department filing system. Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Department Specific Functions 40%

1. DEMOGRAPHIC and CLINICAL INFORMATION

  • Obtain request forms from Lab, assure that biopsy numbers are in consecutive order and are accounted for.
  • Enter patient demographic information in Power Path computer system.
  • Enter clinical description and grossing measurements for each specimen in Power Path.
  • Contact referring physicians office if missing information.
  • Review daily work queues and resolve pending information in order for claims to be released to billing division.

2. TRANSCRIPTION

  • Obtain biopsy request forms and tapes from Dermatopathologist.
  • Enter biopsy number in system and pull up demographic topography information.
  • Enter any canned macro codes in system. Edit macro text if necessary.
  • Transcribe dictation for each biopsy. This will include, but not limited to, the diagnosis, microscopic findings dermatopathologist interpretation and notes to referring physician regarding the specimen.
  • Send all the transcribed path reports through spell check function. Add any new terminology to the dictionary after the spelling as been verified in the Medical and Dermatology Dictionary or other source.
  • After entire days transcription has been completed, place biopsy reports in numeric order and place on Dermatopathologists desk for sign out.
  • All tapes are to be dated and held for two working days, after which time they can be erased and re-used.
  • After Dermatopathologist has signed out all reports, put request forms and reports in numerical order, attach a copy of the biopsy count list and forward to Billing Registration office.

3. GENERAL OFFICE and CLERICAL

  • Answer telephones, assist caller or re-direct call.
  • Record request for courier services in Log.
  • Coordinate with Manager of Lab for off-hour courier pick-ups.
  • Prior to clock out ensure printer is loaded with letterhead paper.

4. REQUEST FOR SLIDES & REPORTS

  • Prepare all paper work and select slides for consults that are sent out and record in lab log and file copies in consult binder.
  • Review consult binder every Friday to determine if slides are outstanding.
  • Contact lab where consult was sent to request that slides/blocks be returned.
  • Record return slides in lab log and in consult binder and re-file slides.

5. DAILY LOGS AND REPORTS

  • Print daily specimen log.
  • Print case back log report for doctors and check cases that are pending for deepers.
  • Print the diagnosis analysis report on UMHC/MOHS, fax to medical record with the reports.
  • Maintain Quality Assurance logs

6. FILING & MISCELLANEOUS DUTIES

  • Schedule non-patient related appointments and meetings for dermatopathologists.
  • Make travel and registration arrangements for conferences
  • File all correspondence for dermatopathologists.

7. Other related duties as assigned

CORE QUALIFICATIONS

Education:

High school diploma or equivalent

Experience:

Minimum 1 year of relevant experience. Any appropriate combination of relevant education, experience and/or certifications may be considered.

Knowledge, Skills and Attitudes:

  • General knowledge of office procedures and operations
  • Ability to accurately prepare and maintain records, files, reports and correspondence
  • Ability to communicate effectively in both oral and written form
  • Ability to maintain effective interpersonal relationships
  • Ability to process and handle confidential information with discretion
  • Skill in completing assignments accurately and with attention to detail
  • Proficiency in computer software (i.e. Microsoft Office)

Keywords: University of Miami Health System, Logan , Administrative Assistant, Other , Logan, Utah

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