Administrative Assistant (207129) Job in San Diego, California US
The Henry M. Jackson Foundation (HJF) is seeking an Administrative Assistant to support the Defense and Veterans Brain Injury Center (DVBIC), located at the Naval Medical Center in San Diego and Camp Pendleton, California. HJF provides administrative and management support to DVBIC.
DVBIC is multi-site medical care, clinical research and education center. It is a unique collaboration of the Department of Defense (DoD), Department of Veterans Affairs (VA) health care system, and civilian partners. The mission of DVBIC is to serve active duty military, their dependents and veterans with traumatic brain injury (TBI) through state-of-the-art medical care, innovative clinical research initiatives and educational programs. DVBIC is primarily responsible for support of clinical operations in the DVBIC network which includes 10 military treatment facilities, 5 veteran hospitals and 2 community re- entry civilian programs. In addition, the office has visibility and contributes to the expertise of DoD level related clinical activity related to traumatic brain injury.
Incumbent will perform a wide range of administrative and clerical duties for the DVBIC Concussion Clinic at Camp Pendleton.
Responsibilities:
1. Schedules patient appointments by phone and cancels/reschedules as necessary.
2. Keeps all scheduled patient appointments current in CHCS, AHLTA, Outlook and Log Book and ensures providers' awareness of patient schedule status and any changes at all times.
3. Provides scheduling support for all providers. Prints Outlook Schedule for the current week each Monday and deliver to each provider.
4. Verifies the status of all appointments throughout the day and at the end of each day.
5. Greets and assists patients as they arrive for their appointments, ensures they are checked-in, appropriate forms are completed and the provider is notified when they're ready to be seen.
6. Collaborates with administrative co-worker to ensure seamless continuity, with the same procedures used, messages well documented and communication processes standardized to support patient care and prevent scheduling errors.
7. Ensures Admin Office is well organized; staff can easily locate scheduling information and other stored materials.
8. Answers phones, takes detailed messages and provides excellent customer service to all callers and receivers of messages.
9. Prepares, maintains, files and archives all patient files/charts.
10. Creates, maintains and updates all office and file forms
11. Maintains One Entry Database and other clinic statistics and submit monthly data to Clinic Director by the third of the following month.
12. Provides administrative support to the Clinic Director e.g. makes meeting arrangements as necessary; accurately prepares required typing/databases/spreadsheets, etc.
13. Receives, sorts and distributes mail. Faxes/copies and routes requited documents.
14. Inventories office supplies last week of each quarter, prepares order for submission, receives order and processes receipt properly.
15. Transcribes medical notes for Clinic Director as requested.
16. Documents new office procedures as necessary.
17. Performs other duties as assigned
Required Knowledge, Skills, and Abilities: Knowledge of scheduling processes in a medical setting. High level of skill with all Microsoft Office applications. Knowledge of medical terminology. Excellent customer service skills and phone etiquette. Self starter, demonstrates a high degree of initiative. Strong written and verbal skills and excellent interpersonal skills. Flexible and able to adapt to changing needs. Strong organizational skills.
Minimum Education/Training Requirements: Associates Degree required. Bachelor's preferred. Certificate in medical terminology desirable.
Minimum Experience: 2-4 years experience working in a medical setting required. Previous experience scheduling patient appointments. Prior experience working in a military setting highly desirable.
Physical Capabilities: Sitting for extended periods of time. Walking, including escorting patients, standing, bending, and carrying up to 25 lbs. May encounter patients who are confused or agitated.
Work Environment: Outpatient clinic in a military treatment facility.
Please apply on-line at www.hjf.org/careers Click “Advanced Search” and enter job number 207129 in the Job Opening ID box.
The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) is a congressionally authorized, not-for-profit corporation that provides unparalleled scientific and management services to military medical research and education programs worldwide. Our mission is to advance military medical research. AA/EEO
For a comprehensive list of our benefits, please visit: http://www.hjf.org/careers/benefits.html