Overview
Administrative Assistant Jobs in Grand Rapids, MI at Hope Network Neuro Rehabilitation
Job Description: Administrative Assistant at Hope Network
Position Overview: The Administrative Assistant is a key associate at Hope Network, primarily responsible for supporting the complex needs of assigned programs and members of the HNNR Leadership Team.
Essential Functions and Responsibilities: This is not an exhaustive list of job functions. The employee is expected to follow other instructions and perform duties as assigned by management.
Attendance: Regular and predictable attendance is essential.
Administrative Tasks:
Manage complex and active patient and staff calendars.
Complete expense reporting.
Compose and prepare confidential correspondence.
Oversee systems supporting day-to-day operations, manage patient records in the electronic medical record, and handle supply management and event coordination.
Insurance Verification: Obtain and verify consumer insurance, contact details, authorizations, and copay information prior to intake and at specified intervals.
Communication Support: Assist in returning phone calls to patients, families, and healthcare professionals.
Reception Duties:
Greet patients and visitors professionally.
Answer phones with proper etiquette.
Respond to inquiries from patients, visitors, staff, and stakeholders promptly.
Appointment Scheduling:
Schedule appointments for patient evaluations.
Coordinate clinician schedules and provide reminder calls.
Facilitate patient flow by notifying clinicians of arrivals or delays and communicating schedule changes.
Record Maintenance:
Utilize EMR systems to manage patient records in compliance with HIPAA and confidentiality guidelines.
Document patient record disclosures in the electronic medical records system.
Issue Management: Research, prioritize, organize, and follow up on incoming issues, working with leaders as necessary.
Communication Facilitation: Act as a bridge for smooth communication between internal departments, modeling leadership to maintain trust and respect.
Leadership Support: Build relationships crucial to organizational success and manage special projects for assigned programs/leaders.
Priority Management: Handle conflicting needs, proactively manage tasks, and follow through to successful completion, often under deadlines.
Event Coordination: Assist in planning events, meetings, or activities for leadership.
Office Organization: Maintain the cleanliness and organization of the front office, reception area, and conference rooms; manage office supplies and submit maintenance requests as needed.
IT Liaison: Troubleshoot issues with telephone, computer, printer, copier, and AV equipment.
Case Record Review Participation: Engage in the quarterly Case Record Review process and manage HNNR asset inventory through Asset Panda.
Additional Duties: Perform other duties as assigned.
Educational/Talent Requirements:
Bachelor’s degree or a combination of education and experience.
Strong organizational skills with the ability to prioritize multiple tasks while maintaining attention to detail.
Excellent interpersonal skills for building relationships with stakeholders.
Expert written and verbal communication skills.
Ability to work independently on projects from conception to completion.
Capability to work under pressure and meet deadlines with emotional maturity.
Proficiency in multi-tasking across various activities.
Maintain confidentiality and exercise discretion in interactions.
Proactive thinker who seeks opportunities to propose solutions.
Work Experience Requirements:
Experience managing systems and processes in a complex organization.
Experience supporting leadership staff, preferably in a non-profit setting.
Interest in internal and external communications and partnership development.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, Access, PowerPoint), Adobe Acrobat, and other web platforms.
Title: Administrative Assistant
Company: Hope Network Neuro Rehabilitation
Location: Grand Rapids, MI
