Northern California Retina Vitreous Associates Medical Group, Inc. is a retina specialist clinic with 6 locations throughout the Bay Area. We are a high volume clinic with 41 years of experience in Ophthalmology. We are seeking a full time, Administrative Coordinator for our 6 office locations(Mountain View, West San Jose, East San Jose, Daly City, San Mateo and Monterey). This position requires travel to all 6 locations to help oversee all operations, vendors and IT related issues. The hours for this position are from 8am to 5pm.
Responsibilities/Duties:
Under the general direction of the Managers and Chief Administrative Officer, the Administrative Coordinator is responsible for a variety of administrative duties and tasks to ensure the smooth operations of all practice locations, provide support to the Management/Operations team, and maintain referring provider relationships.
- Marketing & Referring Provider Engagement
- Coordinate updates to practice website and recommend content for engagement
- Maintain practice listings on online directories, social media, marketing platforms, etc
- Assist with responding to online reviews and inquiries for practice
- Arrange meetings and events with referring providers and their offices under the direction of the CAO
- Maintain Referring Provider directory and stay in touch with referring provider offices
- Facilitate and follow up on adoption of online referral platform and referral forms
- Order and/or arrange delivery of gifts, materials, and resources for referring providers
- Event & Schedule Coordination
- Assist in coordination of company events and trainings (i.e. booking venues, arranging lunches, etc.)
- Maintain doctors schedule (i.e. develop, maintain, publish, etc.) including on-call schedule
- Develop, publish, and maintain Athena schedule templates per doctors' schedule
- Review schedules, identify conflicts or concerns, and recommend corrective action as appropriate
- Assist with monitoring clinic schedules and guide staff in adjustments and/or rescheduling patients
- Coordinate pharmaceutical or vendor representative visits with physicians and staff
- Facilities & Office Maintenance
- Serve as the primary point of contact for all issues or concerns related to an office facility
- Order administrative supplies for all locations and ensure break rooms are stocked for all locations.
- Ensure purchases are cost efficient and within budget, monitor spending, and help reduce wastage
- Oversee upkeep, maintenance, and special projects for all offices.
- Coordinate with property management, housekeeping, and vendors as necessary to ensure projects are completed in a timely, cost effective, and complete manner.
- Track assets and coordinate updates and/or upgrades
- Employee Access and Materials
- Assist with new hire setup (logins for all practice systems, mileage and travel time information, etc.)
- Order and provide employee materials (i.e. uniforms, name badges, office keys or access badges, etc.)
- Arrange employee gifts (i.e. sympathy, milestone, etc.) and submit for accounting
- Assist with employee separation (i.e. deactivating accounts, collecting office keys, equipment return, etc.)
- Equipment & Practice Systems
- Maintain practice directories such as contacts, vendors, referring offices, etc.
- Order non-clinical office equipment or devices and ensure proper setup
- Coordinate with IT vendor on issues, open tickets, and ordering or setup of equipment and devices
- Coordinate with phone and fax system vendor for setup of users, devices, or functionalities of system, and troubleshooting on any issues that arise
- Ensure calls are covered and route as necessary between offices, call groups, etc. as needed
- Oversee afterhours call service and coordinate with vendor on any issues or setup (i.e. load on-call doctor schedule and ensure transition of calls, etc.)
Duties and responsibilities may be added, deleted, or changed at any time at management's discretion, formally or informally, either verbally or in writing.
Minimum Education Requirements :
- Associate's degree or higher preferred
- Good verbal and written communication skills.
Minimum Background Requirements :
- Medical Front Office or administrative experience preferred
- Supervisory or management experience preferred
- Knowledge of eligibility, benefits & billing with various HMO and PPO insurance companies, especially local HMO plans preferred.
Minimum Demonstrated Skills :
- Customer Service Oriented – Friendly, cheerful and helpful to patients and others. Ability to meet patients and others needs while following office policies and procedures. Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations.
- Communication -Cooperates and communicates with all staff members and physicians.
- Computer Skills – Proficient ability to use a computer and electronic medical record Accuracy
- Detail Oriented – Ability to pay attention to the minute details of a project or task.
- Flexibility – Ability to adapt easily to changing conditions and work responsibilities.
- Multitask – Ability to handle more than one task at the same time.
- Positiveness – Display a positive attitude and is a positive agent for change.
- Teamwork – Work as part of a team and collaborate with co-workers. Demonstrates a willingness to help as needed in all patient service roles.
- Working Under Pressure – Ability to complete assigned tasks in stressful situations.
- Compliant - Complies with all other company policies and procedures including punctuality, attendance, dress codes, and health and safety policies and procedures.
Physical Demands :
- Regularly required to use hands to type, handle or feel.
- Ability to sit for long periods of time, with occasional bending.
- Must on occasion lift and/or move up to 20 pounds.
- Must be able to view and enter data into the computer for extended periods.
- Must be able to communicate via the telephone.
Job Type: Full-time
Pay: $30.00 - $34.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Ability to Commute:
- Mountain View, CA (Required)
Ability to Relocate:
- Mountain View, CA: Relocate before starting work (Required)
Work Location: In person