Administrative Associate

Location: Oakland
Posted on: June 23, 2025

Job Description:

The purpose of this position is to provide secretarial and clerical support to a department. This position functions independently in carrying out standard and complex office procedures and relating to other physician offices, providers, and families. Act as primary contact between hospital personnel, employees, vendors, managers and administration. Duties and Responsibilities: Essential Functions: 1. Prepares Clinic Charts 2. Review and process all incoming referrals via facsimile and RMO system 3. Greets families, answers questions, and direct families to other areas of the hospital 4. Gathers accurate patient’s demographic information. 5. Schedules appointments for patients, as directed by departmental policies. 6. Verifies insurance eligibility 7. Maintains knowledge of contracted payers and other revenue sources 8. Register patients via Meditech for appointments. 9. Process all patient billing according to hospital policy 10. Receive and post payments according to hospital policy 11. Assist families with completion of forms (Medical records request, medical clearance for surgery as needed, immunization request, etc.) 12. Obtain and issue authorizations and referrals as needed for clinic, ED, inpatient and surgical procedures as needed 13. Support phone queue 14. Maintains schedules 15. Continue to develop professional education and updates skills regularly. 16. Participates in conferences and departmental meetings as required 17. Arrange interpreter services as needed. 18. Demonstrates the ability to work under pressure, with constant interruptions. 19. Complies with established departmental policies and procedures, objectives, quality assurance program, customer service, safety, environmental and infection control standards Supervisory/Management Responsibilities: None Communications Required: Strong verbal and written communication skills; transcription Decision-Making Required: Problem-Solving Required: Able to be an effective problem solver through active problem identifications and collaboration with other staff, physicians, providers, insurers, other staff, managers from other departments, and Hospital Administration. Able to resolve conflicts in a pro-active manner that demonstrates a high level of customer service. Financial Responsibilities: Competencies: Knowledge, Skills, and Abilities: Able to promote a constructive and positive atmosphere within the work area by demonstrating the ability to cooperate with and assist physicians and other staff. Able to remain flexible in staffing patterns and resolution of staffing conflicts; the ability to be a team player. The ability to use appropriate organizational skills in setting priorities for work. Technical Knowledge: Personal computer knowledge and skill preferably with Microsoft Office Minimum typing speed of 55 wpm Minimum Education: High School Diploma, GED, or equivalent Physical Requirements: Sit: Up to 8 hours/day Stand/Walk: 3-6 hours Bend/Stoop: Up to 3 hours Reach: Up to 3 hours Rep Use of UE/Grasp: Up to 8 hrs Lift/Push/Pull: 15 lbs This job requires the ability to hear alarms clients and/or instruction. The ability to see accurately from 20 inches to 20-ft. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of this position.

Keywords: , Gilroy , Administrative Associate, Healthcare , Oakland, California