About this role
Job Description Admin Assistant
*Position Overview:*
We are seeking a highly organized and detail-oriented Administrative Assistant to manage the office operations of a Cornea, Cataract, Anterior Segment and Refractive Surgeon. This role plays a vital part in streamlining the surgical process, optimizing patient care, and reducing wait times. The ideal candidate will possess excellent communication skills, strong organizational abilities, and a keen attention to detail.
This position comes with paid vacation, stat holiday, and sick time. However, benefits and pension are paid in lieu of.
*Responsibilities:*
· *Surgery Waitlist Management:? *
* Maintain an accurate and up-to-date surgery waitlist, prioritizing patients based on medical urgency, availability, and surgeon's recommendations.? * Communicate with patients on the waitlist, providing updates on their status, estimated surgery dates, and necessary preparations.? * Coordinate with other healthcare professionals, hospitals, and clinics to schedule surgeries and ensure timely patient care.?
· *Surgery Planning and Coordination:? *
* Work closely with the surgeon and medical staff to develop an efficient surgery schedule, considering the surgeon's availability, operating room availability, and patient needs.? * Ensure all necessary pre-surgical requirements, such as medical clearances, diagnostic tests, and insurance authorizations, are completed in a timely manner.? * Communicate surgery details to patients, including date, time, pre-operative instructions, post-operative appointments and required documentation.? * Order medical devices required for surgery in a timely manner (at least 10 days prior to scheduled surgery date)?
· *Office Administration:? *
* Oversee the day-to-day operations of the office, including managing phone calls, emails, and mail correspondence.? * Maintain an organized filing system for patient records, surgical waitlist and referral waitlist.? * Coordinate with other healthcare professionals, hospitals, and clinics for patient care and referrals.?
*?Other Responsibilities include:?? *
* Reply to email and face to face inquiries? * Update Physicians CVs * Manage the surgeon's calendar, scheduling meetings, conferences, and travel arrangements? * Act as a liaison between the surgeon and other staff members, patients, and external contacts? * Ensure compliance with relevant privacy laws and regulations, such as HIPAA.? * Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.? * Maintain organized computer and manual filing systems? * Handle sensitive information in a confidential manner? * Interview patients in order to complete forms, documents and case histories? * Complete insurance and other claim forms? * Initiate and maintain confidential medical files and records? * Establish and maintain various internal office administrative support procedures such as document tracking and filing and monthly reporting? * Order supplies and maintain inventory? * Determine and establish office procedures and routines? * May supervise and train other staff for business continuity purposes?
· *Patient Coordination and Consult Waitlist management:? *
* Maintain a patient waitlist for upcoming consultations in an organized manner? * Schedule and manage consult patient appointments, surgeries, and follow-up visits efficiently.? * Coordinate patient referrals, records, and medical histories.? * Communicate with patients in a professional and friendly manner, providing instructions, answering inquiries, and addressing concerns.? * Ensure timely and accurate completion of necessary patient paperwork.?
*Qualifications:*
- High school diploma or equivalent; associate degree or higher preferred.
- Proven experience as an administrative assistant or in a similar role, preferably in a medical setting.
- Strong organizational skills and the ability to prioritize tasks effectively.
- Excellent verbal and written communica