Administrative Assistant Level 3 for Medical Receptionist:
The following tasks shall be performed by the Administrative Assistant Level III. The Administrative Assistant Level III shall have a wide range of responsibilities. The contractor shall:
- Provide administrative support to the Clinical Research Core (CRC). Assist with the admission process, verifying selected demographic, emergency contact, and advanced directive information. Distribute, monitor and track debit cards for the NIA research participants. Service as a receptionist for visitors and as a central contact for telephone calls and distribution point for paperwork, laboratory and test results. Assist the Medical staff by providing a variety of clerical tasks that ensure the efficiency of the patient unit.
Principal Duties and Responsibilities include the following:
- Answer the unit telephone and forward calls to the proper staff when needed. Sign in visitors to the unit and contact the appropriate personnel regarding their arrival.
- Perform SMS patient registration and enter orders into SMS for all study participants.
- Check participants in/out of the Participant Admission System (PAS) and update information. Print badges/labels for participants.
- Distribute, monitor and track all participant debit cards.
- Use various software applications and web based systems to provide any information that is needed to accomplish the job.
- Receive lab and diagnostic reports and notify appropriate medical staff.
- Set up the common area daily for use by the participants and the staff. Ensure coffee and beverage availability. Assist participants with meals as needed. Order nutrition supplies and order floor stock for participants who are prescribed special diets.
- Greet and orient participants and visitors to the clinical unit as appropriate. Notify the appropriate staff of their arrival.
- Assist with ordering and maintaining inventory of clerical supplies.
- Report actual and potential problems concerning participants, families, staff and other departments to the Supervisory Nurse Specialist.
- Act as alternate in preparing travel orders for participant travel, as needed, in the NIH travel system.
- Follow unit guidelines and corporate/departmental procedures.
- Print and mail participant packets prior to participant visit (weekly).
- Assemble and mail participant birthday cards (monthly).
- Maintain an accurate and up-to-date database of all BLSA participants including visit status and type, vital status, follow-up schedule and expanded contact information including cell phone numbers and email addresses of the participants and their designed alternate contact persons.
- Follow established retention, re-contact and scheduling procedures for all active BLSA participants for regular follow-up clinic visits.
- Send out BLSA due letters and provide follow-up (monthly).
- call/receive and return calls to participants to schedule/reschedule BLSA visits (daily).
- As needed, provide list of potential home visit participants to designated staff.
- During participant scheduling, as applicable, communicate with the participant regarding BLSA Neuroimaging assignment and contact the designated staff regarding status.
- During participant scheduling, determine need for transportation services and communicate participant transportation needs to designated staff.
- Enter scheduling information into various online programs and spreadsheets.
Contractor should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).