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Medical Administrative Assistant II

Company Santa Clara Valley Medical Center
Location San Jose, CA
Update 9 Day ago
300
Under direction, to perform and coordinate moderate to complex tasks in technical, administrative, office management, and medical secretarial work in a clinical and academic medical setting within Santa Clara Valley Health & Hospital System (SCVHHS).

Series Description
The Medical Administrative Assistant series describes levels of positions having responsibility for the day-to-day operation on a technical, administrative, and medical secretarial services function aimed at assisting clinical department management. Positions in this series are allocated to one or more physicians, a department chief, a Clinical Department chair, or the Chief Medical Officer (CMO) within SCVMC. Positions allocated to the lower level provide direct secretarial support of and act in a confidential role to a physician, and provide moderate to heavy transcription. Positions in the higher level perform administrative and medical secretarial work of considerable complexity, may be required to perform moderate to heavy transcription, and provide office management for a clinical department chair, division chief, or the CMO within the SCVMC hospital system. Leading and coordinating the work of other administrative staff is often an integral part of these positions.

TYPICAL TASKS

Relieves the physicians of routine administrative details such as preparing expense requests, monitoring expense funds, making travel arrangements, preparing and tracking physician time-off requests/reports, etc;

Takes minutes at meetings and prepares draft summaries for distribution;

Maintains office files and records, including those of a confidential nature;

Performs medical transcription from machine recordings;

Prepares charge documents for physicians according to required guidelines, codes (ICD-9, CPT) and process;

Performs patient relations duties which may include handling prescription refills, scheduling appointments, preparing insurance/disability forms and Treatment Authorization Requests (TARS) for signature, requesting medical records, and obtaining accurate patient information;

Prepares from machine dictation or written material a variety of documents, including but not limited to protocols, manuscripts for publication, grant requests, lecture materials, etc;

Screens office visitors and telephone callers, meets the public, directs callers/visitors to other departments or individuals as appropriate;

Participates in department/division schedule production for physician clinical assignments, conferences, etc;

Independently composes routine letters and other documents from notes or oral directions;

May participate in office staff training and coordination of assignments or projects;

Maintains the calendar of the physician(s);

Maintains record-retention plan according to specific hospital/departmental policies;

Orders office and/or medical supplies within established guidelines;

Performs other related duties as required.

EMPLOYMENT STANDARDS

Demonstrated training, education or work experience that provided an opportunity to perform a variety of medical secretarial/administrative support assignments requiring use of discretion and judgment in an academic medical and/or acute hospital setting.

Experience Note for Medical Administrative Assistant II: A qualified candidate would typically acquire the necessary knowledge and abilities by having five (5) years administrative/secretarial experience, at least three (3) of which must be in a healthcare environment. Certain positions may require applicants to have two (2) years experience performing medical transcription from machine recordings. Such work must have included providing responsible office support to management and or physician staff and administering or coordinating office activities. College or medical business school education and training in a related field may be substituted for up to half of the required practical work experience.

Knowledge of:
Medical terminology;

Medical transcription;

Functions and basic office operations of a medical administrative office;

Modern office methods and practices;

Medical and business correspondence formats;

CPT and ICD-9 coding;

Correct English usage, grammar, spelling, vocabulary and punctuation;

Word-processing, data base maintenance, report writing and applicable software. Ability to:

Provide varied medical secretarial, office, and administrative assistance to clinical management or physician staff;

Organize work, set priorities, meet critical deadlines and follow-up on assignments;

Use initiative and independent judgement within established guidelines;

Establish and maintain effective working relationships;

Compose correspondence independently or from brief instructions;

Organize and maintain accurate records and files;

Operate standard office equipment, including computer;

Transcribe medical records, correspondence, and memorandums from machine recordings;

Type with speed, accuracy and efficiency. **Department may selectively recruit for typing speed up to 50 Net WPM depending on departmental need.