Chapters Health

  • Administrative Assistant to Executive Director and Medical Director

    Job Locations US-FL-Tampa
    Job ID
    5310 Admissions 6A
    Full Time Regular
  • Overview


    Responsible for the administrative support and office management functions for the Executive Director (ED) and Medical Services. Adheres to the highest standards of professional values and work ethic, while furthering the Company mission.  He/she upholds confidentiality toward patient/families, colleagues, applicants, sensitive situations arising within the Organization as a whole.



    • Business college or secretarial school preferred
    • Three (3) years’ experience in a senior administrative assistant capacity preferred
    • Certified Medical Assistant preferred
    • Knowledge of medical terminology preferred
    • Bilingual skills (Spanish) preferred
    • Proficient with of a variety of software programs including Word, PowerPoint, and Excel
    • Well-developed writing and editing skills
    • Ability to work with minimal direction exercising some discretion and independent judgment
    • Well-developed communication and personal relations skills with the ability to interact with staff, physicians, and the general public with empathy, sincerity, and a sense of caring
    • Highly organized and able to effectively manage a number of tasks simultaneously
    • Ability to handle stress of multiple priorities           
    • Intermittent Driver - Valid driver’s license and automobile insurance per Company policy
    • Ability to travel to off-site locations on a daily or overnight basis when required                         
    • Competencies:


    • Satisfactorily complete competency requirements for the position.
    • Responsibilities of all employees:


    • Represent the Company professionally at all times through care delivered and/or services provided to all clients.
    • Comply with all State, federal and local government regulations, maintaining a strong position against fraud and abuse.
    • Comply with Company policies, procedures and standard practices.
    • Observe the Company's health, safety and security practices.
    • Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company.
    • Use resources in a fiscally responsible manner.
    • Promote the Company through participation in community and professional organizations.
    • Participate proactively in improving performance at the organizational, departmental and individual levels.
    • Improve own professional knowledge and skill level.
    • Advance electronic media skills.
    • Support Company research and educational activities.
    • Share expertise with co-workers both formally and informally.
    • Participate in Quality Assessment and Performance Improvement activities as appropriate for the position. 

    Job Responsibilities:


    • Acts in accordance to Company standards in handling/resolving/ensuring customer services, patient/family, staff, and all other internal/external customer concerns/needs; ensures issues are resolved and handled in a timely and effective manner.
    • Anticipates the needs of and provides administrative support for the business and office functions of the ED and Medical Services (Medical Directors, Palliative Care, and Medical Services Practice Manager).
    • Provides back-up support to other Administrative Assistants and clerical staff as requested.
    • Coordinates, schedules and sets up for meetings; prepares agendas; handles and distributes meeting minutes/packets.
    • Processes invoices and expense reports, assigning correct budget accounts for the various expenses.
    • Prepares and processes spreadsheets and graphics to compile and tabulate data using multiple software programs.
    • Researches, prepares, and reviews presentations, reports, speeches for the ED and Medical Services staff.
    • Assists with the preparation of correspondence/presentations to Company staff, patient/families, and physicians.
    • Assists with the administration of job description and performance evaluation processes.
    • May order, maintain, and distribute office supplies ensuring budget requirements are not exceeded.
    • Maintains productive working relationships with management and staff.
    • Mentors other administrative clerical staff.
    • Manages ED’s business travel.
    • Designs systems to improve efficiency and effectiveness of the ED.         
    • Medical Services Duties


    • Responsible incoming phone calls inclusive of consultation requests from hospitals, skilled nursing facilities, assisted living facilities, and self-referrals.
    • Responsible for scheduling medical and other clinical staff for patient/clinic visits in all settings.
    • Responsible for out-patient Pediatric and Adult clinic operations; works as on-site patient facilitator and supports medical staff.
    • Collaborates with HIM on maintaining patient records for those seen in clinics and other facilities.
    • Works cohesively with HIM Technician ensuring Hospital Medical Records are obtained timely and uploaded into Practice Management System; completes patient registration, and creates referrals for insurance verification and authorizations.
    • Considered a Team Lead in office operations pertaining to phone calls, medical record capture, clinic operations, and practice management work flows; works closely with the Medical Services Practice Manager ensuring practice guidelines are met.
    • Provides coverage to Medical Services Centralized Scheduling and Credentialing.
    • Functions as the liaison with administrators, managers, and all others to facilitate a variety of activities, actions and projects.
    • Assists in developing and maintaining a medical record process that allows Palliative Care to maintain its own patient records within the Organization.
    • Provides general administrative and medical assistant support at Palliative Care outpatient clinics, including checking in patients, collecting and posting co-payments, performing basic vital signs, and reviewing instructions with patients.
    • Provides administrative support including, but not limited to, coordination of Medical Director’s calendar, Medical Staff scheduling, meetings, and records, transcribes and files meeting minutes as well as processes referrals/admissions into database.
    • Data Analysis for Medical Services


    • Collects and aggregates data; utilizes appropriate statistical tools and reporting format for decision support.
    • Prepares monthly and quarterly reports.
    • Completes and submits monthly administrative timesheets by Palliative Care clinician.
    • Continuously reviews the data collected to avoid duplication.
    • Re-examines the data elements collected to ensure the data is appropriate and accounts for the information needed to make decisions.


    • Plans, schedules, and carries out special projects.
    • Performs other duties as assigned.





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