The Administrative Assistant is a skilled member of the support services staff. Each Administrative
Assistant will be assigned primary responsibilities and will be expected to provide support for general
administrative job functions.
Essential Job Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
• Communicate effectively with patients, families, caregivers and staff either face-to-face or by
telephone.
• Answers incoming calls and forwards or refers to appropriate staff member or take a message if
person is unavailable. Triage patient/family telephone calls to clinical staff.
• Maintains confidentiality of all patient information.
• Complete routine reports and new assignments in an accurate and timely manner.
• Assists in taking referrals and communicating with the Referral and Admissions Team.
• Assist in entering data into the appropriate tracking systems.
• Assist in the process of putting together medical records or other packets.
• Assist in the filing of open and closed medical records as needed.
• Assist in stocking in-coming office supplies and medical supplies as needed.
• Assist in sending, receiving and monitoring faxes for all staff.
• Provide back-up or assistance to other administrative staff when needed.
• Responsible for tracking patient certifications and monitoring RN recertification assessments.
• Responsible for assisting Admissions Office with referrals.
• Assists with admission, transfer, death and discharge communication.
• Tracking and ordering printed materials.
• Assist with survey process and data upload.
• Assists in preparing patient documentation as needed.
• Assists with verification & documentation of patient insurance information.
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• Assists in archiving records as needed.
• Assists with processing payroll as needed.
• Other duties as assigned.
• Entering invoices from supply delivery vendors in Allscripts.
• Other duties as assigned.
Qualifications:
• Minimum of two (2) years of experience as an Administrative Assistant
Experience in accounts payable
High school diploma or equivalent required.
• One (1) or two (2) years of business college preferred.
• Demonstrates good written and oral communication skills and public relations skills.
• Understands medical terminology.
• Strong computer skills.
• Ability to work with office technology, such as copier, printer, fax, scanner, telephone. Must be
able to handle multiple tasks and meet deadlines and possess excellent organizational skills.
• Ability to represent and articulate the BHCS mission, vision and strategies in developing,
implementing and coordinating the HR department.
Working Conditions
Works in office areas as well as throughout the facility. Moves intermittently during working hours. Is
subject to frequent interruptions. Works beyond normal working hours, weekends and holidays and on
other shifts/positions as necessary. Is subject to call-back during emergency conditions (e.g., severe
weather, evacuation, post-disaster, etc.). Attends and participates in continuing educational programs.
Is subject to injury from falls, burns from equipment, odors, etc., throughout the day, as well as to
reactions from dust, disinfectants, tobacco smoke, and other air contaminants. Is subject to exposure to
infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
Communicates with nursing personnel, and other department personnel. Is subject to hostile and
emotionally upset residents, family members, personnel, visitors, etc. Is involved with residents, family
members, personnel, visitors, government agencies and personnel, etc., under all conditions and
circumstances. May be subject to the handling of and exposure to hazardous chemicals.
Physical and sensory requirements:
While performing the duties of this job, the employee is constantly required to communicate and listen.
This position requires standing, walking, twisting and bending. A listing of Physical & Sensory
Other Duties:
Please note this job description is not designed to cover or contain comprehensive listing of activities,
duties or responsibilities that are required of the employee for this job. Duties, responsibilities and
activities may change at any time with or without notice.
