At Stony Brook Medicine, the Patient Access Administrative Assistant , under the guidance of Sr. Manager for Patient Access Administration, is responsible for office management services to support the Patient Access Services Department across varied locations to include the Main Hospital, 5 th floor, ED Registration, Ambulatory Surgery, ACP, outpatient Registration, Financial Services, various offsite locations and the MART.
Qualified candidates should demonstrate excellent interpersonal skills and time management skills. They should have attention to detail and be able to work with all levels of the organization.
Duties of an Patient Access A dministrative Assistant may include the following but are not limited to:
Assists Sr. Manager in maintaining updates to the departmental and hospital Policy and Procedures Policy for review of same. Provides administrative support including drafting revisions, active proof reading for format, spelling, grammar and usage.
Assists Sr. Manger with SB safe review and patient concerns/complaints review to monitoring SB Safes. Completes research to document "what happened" to share same with Sr. Managers and Quality Assurance and training team for their review, follow-up. Receives follow-up information from QA/Training to document in SB Safe and ensure that all SB Safes are entered on the day of occurrence (when Patient Access initiated), are followed up and completed and closed, and completed on behalf of the department.
Assists with tracking and processing of items such as performance programs and evaluations, permanent appointment packages and medical leaves, other administrative requirements, etc. and / or document restriction.
Assures status changes are processed timely and accurately for medical and / or document restriction and work with Timekeeping to ensure proper documentation is provided.
Documents compliance requirements which are not met by staff to share with director's office, senior manager, etc.
Creates and maintains up-to-date departmental electronic forms library.
Assists Sr. Manager with revisions of patient brochures both regulatory and informational. Dynamically reviews and manages numerous departmental forms to ensure they contain correct and up to date information.
Informs Training/QA of form changes / updates (to inform them to update training and communications).
Inventory Management - ensuring there is sufficient storage and shelf space.
Submit requests to the Department Director for review to proceed to forms committee for review and approval of new or revisions to regulatory patient literature.
Follow up with contracted printing vendor, e-forms administrators etc. , ensuring accuracy of proofs, forms are translated and available as a DAS form. Follow through with the printing of the publications.
Supervises, trains and schedules volunteer and student staff and ensures all appropriate system access and authorizations for sign on to access UHMC. Timesheet verification and approval through the Solar system.
Responsible for obtaining vendor quotes/estimates, reviewing and encumbering funds for requisitions, utilizing Lawson for all orders for all the locations within the department while ensuring compliance with policies and applicable laws set forth by NY State procurement law. Manage Procurement card purchases and reconcile monthly SUNY VISA statements. Work with Accounts Payable to resolve payment discrepancies. Maintain inventory for all supplies for patient access department offices / locations. Monitors usage. Responsible for just in time delivery and adequate in office stock for all supply items. Audits supplies as appropriate. Supply Orders and Inventory: Responsible for inventory control and ordering supplies and equipment, both operational and capital.
Assists in budget preparation, monitoring and control including processing budget transfers, Lawson purchase requisitions; and track and reconcile expenditures, and document variances. Keep Sr. Manager informed of budgetary discrepancies and variances. Provides these periodic reports to the Director Office. Maintains equipment inventory and maintenance log.
Responsible for opening, tracking project requests and work orders from beginning to completion for the major and remote patient access locations.
Properly maintains new and existing equipment: computers, [to include rolling information carts (RIC's)], photocopiers, printers, fax machines and phones, etc., ensuring they are operating efficiently and managing repairs.
Ensure installation of office furniture and equipment is completed in a timely manner and verify it is functional.
Provides administrative support to the patient access department Assistant Director, Operations, Sr. Manager for Compliance & Safety and the Sr. Manager for Quality Assurance Training & Communication.
Provides back up support to other Patient Access Administrative Assistants supporting the offices for the director of Patient Access. Tasks include maintaining the director's calendar, and other duties performed by the departmental admin.
Completes other administrative duties as assigned.
Required Qualifications: Associate's degree or higher and at least 3 years of relevant experience working in a comparable business environment or, in lieu of degree, at least 5 years of relevant experience working in a comparable business environment. Proficiency in Microsoft Suite including Excel, Word, and Power Point. Strong written and verbal communication skills. Ability to manage multiple priorities and tasks and work in a fast paced environment; collectively and independently, with attention to detail, on assigned tasks as well as accept direction on given assignments. Team player in fast paced environment.
Preferred Qualifications : Associate's degree or higher and at least 5 years of relevant experience working in a comparable business environment. One or more years of experience working with Lawson.
Special Notes: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.
This position may require that the selected candidate work in multiple areas of the hospital and/or off-site areas.
All Hospital positions are subject to changes in pass days and shifts as necessary. This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
Essential Position: This function/position has been designated as "essential." This means that when the Hospital is faced with an institutional emergency ( staff shortages, increased census, inclement weather, and/or other emergencies) , employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
The selected candidate must successfully clear a background investigation. Prior to start date, the selected candidate must meet the following requirements: Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services (The hiring department will be responsible for any fee incurred for examination), submit (3) written references, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
The best ideas in medicine start with the best people. At Stony Brook Medicine, our highest calling is to put the power of ideas to work in our patients' lives. Stony Brook Medicine integrates and elevates all of our health-related initiatives: education, research and patient care. Stony Brook Medicine is Long Island's premier academic medical center. With 603 beds, we serve as the region's only tertiary care center and Level 1 Trauma Center, and are home to the Stony Brook Heart Institute, Stony Brook Cancer Center, Stony Brook Children's Hospital, Stony Brook Neurosciences Institute, and Stony Brook Digestive Disorders Institute. We also encompass Suffolk County's only Level 4 Regional Perinatal Center, state-designated AIDS Center, state-designated Comprehensive Psychiatric Emergency Program, state-designated Burn Center, the Christopher Pendergast ALS Center of Excellence, and Kidney Transplant Center. It is home of the nation's first Pediatric Multiple Sclerosis Center.
Stony Brook University is an Affirmative Action/Equal Opportunity employer. We are committed to the creation of a diverse and inclusive campus climate. We encourage protected veterans, individuals with disabilities, women and minorities to apply.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at email@example.com .
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700. IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police
Official Job Title: TH Staff Assistant II
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Patient Access Administration-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 AM - 5:30 PM Pass Days: Sat, Sun
Posting Start Date: Aug 27, 2019
Posting End Date: Nov 26, 2019, 4:59:00 AM
Salary: Commensurate with Experience
Salary Grade: SL1
Internal Number: 1902794
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.