The Center for Inherited Blood Disorders (CIBD) is a mission-driven non-profit focused on delivering high-quality, comprehensive, and family-centered care to improve the quality of life for children and adults with blood disorders. When choosing a career with CIBD, you will be part of a growing organization dedicated to improving public health and committed to your professional development.
Job Summary
Reporting directly to the Clinic Manager, the Administrative Assistant provides essential administrative support to the Clinic Manager and Clinic staff, assists with the day-to-day Clinic operations, and maintains applicable records. The Administrative Assistant follows all administrative office policies and procedures (including state and federal regulations and HIPAA requirements) to enhance the overall effectiveness and orderliness of daily operations and administrative support functions. The Administrative Assistant ensures compliance with administrative policies, resolves non-standard problems which lack applicable policies and guidelines, and determines appropriate procedures and methods to prevent problems and improve efficiency. Using sound judgment, the Administrative Assistant makes informed decisions, is detailed and timely in completion of tasks, and uses appropriate discretion when dealing with complex, confidential and sensitive issues. The Administrative Assistant will cross-train with the Front Office Assistant(s) and provide coverage as needed.
Department: Clinic Shift: Day Schedule: Monday - Friday (typically 8:30 - 5:00) Location: On-site
Essential Job Duties
The Administrative Assistant will cross-train with the Front Office Assistant(s) to provide coverage for phones and front office duties (e.g., scheduling; checking eligibility; updating charts; checking patients in and out; calling patients regarding appointments; updating patient forms).
The Administrative Assistant will assist the Clinic Manager with billing, mail processing, budget records, ordering and managing supplies, processing faxes, processing medical records requests and other duties to assist with the daily operation of the clinic.
The Administrative Assistant will schedule and coordinate meetings for clinic staff (e.g., in-person; virtual), in-services from outside resources, company-wide meetings as requested, and manage the calendar for the Clinic Conference Room.
The Administrative Assistant will manage the MD schedules and keep the EMR updated while working with the Clinic Manager to inform the on-call service and CHOC partners of any schedule changes.
The Administrative Assistant will schedule patients for Specialty clinic(s); maintain their CCS and/or GHPP eligibility; and process payments and answer questions.
Requirements
High school diploma or GED (Associate degree or equivalent years of experience and training preferred)
Minimum two years of experience as an administrative assistant
Minimum one year of experience in an outpatient clinic setting
Minimum one year of experience with electronic health records
Bilingual in English and Spanish
Preferred Qualifications
Associates-level degree or equivalent
Competent in MS Office. Highly proficient in Excel.
Medical Interpreter Certificate
Licensure/Certification
Basic Life Support (or obtain within first three months of hire)
HIPAA training
Other Required Skills and Qualities
Excellent communication skills with employees and outside contacts, both verbal and written, with a keen eye for detail and accuracy
Strong organizational and time management abilities, with the capacity to prioritize tasks and manage competing demands effectively
Discretion and confidentiality in handling sensitive information and dealing with confidential matters.
Strong problem-solving skills, resourcefulness, creativity, and can-do attitude
Excellent interpersonal skills with positivity and professionalism
Quality decision making based on analysis, experience, and good judgment
Proven ability to effectively collaborate with internal team, cross-functional team, and external parties
Familiarity with Joint Commission accreditation standards
Familiarity with credentialing and privileging processes for medical professionals
Ability to interpret, adapt, and apply guidelines or procedures to ensure patient confidentiality and quality of care
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and other relevant software applications (Salesforce) with the ability to quickly adapt to new technologies
Benefits
100% employee coverage of medical and vision, and 99% employee coverage of dental
50% dependent coverage of medical and vision
FSA Health
Life insurance
Paid Time Off
10 observed paid holidays
403b retirement plan with 4% match
Compensation offered will be determined by factors such as location, level, job-related knowledge, skills, and experience.
About the Organization
The Center for Comprehensive Care & Diagnosis of Inherited Blood Disorders (CIBD), a 501(c)3 non-profit organization, is committed to providing comprehensive care for patients and their families with rare, chronic inherited blood disorders. CIBD is a part of a nationwide network of over 140 Hemophilia Treatment Centers that use multidisciplinary teams of blood disorder specialists to provide expert comprehensive diagnosis, medical care, outreach, education, outcomes monitoring, surveillance, and prevention services to people with hemophilia, Sickle-Cell Anemia, Thalassemia, Von Willebrand Disease, and other related hematology conditions. CIBD is the regional grantee for the Western States Region/Region IX providing regional leadership, fiscal and administrative oversight, grants management, capacity building, clinical education, technical assistance, evaluation, and outreach to public and private health agencies at the local, state, and federal levels.