Executive Administrative Assistant / Office Manager

Description

SUMMARY

The Executive Administrator’s role is a hybrid of Executive Administrative Assistant and Office Manager supporting the Practice Management team and the four LHWI practices, which involves performing a variety of project and data management, administrative, compliance, and office activities associated with the practices and organization (which responsibilities vary by practice).

PRIMARY RESPONSIBILITIES 

1. Maintains and/or updates Radiologists’ schedules and works with LH Payroll on reporting as needed (varies by practice)

2. Serve as the main point of contact for partner sites radiologists schedule changes to accommodate patient care needs   

3. Customer Service and office administration/management  

a. Research, review and manage contracts for office space and services and serve as a liaison to external office vendors 

b. Customer service, including coverage of LHWI reception area, answering practice phones/assisting with patient calls, responding to requests via faxes, and distributing mail (varies by practice) 

c. Office supplies ordering/management 

4. Works with partner sites to collect Mammo recall rate data and prepare quarterly/annual reports

5. Prepares and distributes dosimeter badges, monitor compliance and prepare annual reports for Madison Radiologists  

6. Tabulate and distribute the results of the Practice’s MIPS/quality process and support the assigned physician and billing vendor with the Practices’ MIPS/Quality work

7. Track Mammo CME credits and notify Rads of expiration dates

8. Track and assure Radiologist compliance with licensing requirements (Medical/DEA Licensing)

9. Compile data for Rad Peer peer review and work with LH Quality on partner site reporting 

10. Maintain/Update/Submit Radiologists Special Procedure list, Annual TB and Flu shots, Director/Stroke Call Hours, etc.

11. Assist with tracking and reporting of LHWI and/or Practice initiatives.

12. Responsible for management of old A/R and assisting customers with statement/record requests  

13. Generate quality data through Rad Assist and other data sources

14. Extract and organize data from Rad Assist and other sources

15. Serve patients and partner sites with billing/AR questions and issues; work with RCM vendors in resolving operational and billing related questions/issues

16. Support and help coordinate Tech Week and Holiday thank you celebrations 

17. Arrange, help prepare (if need be) and distribute meeting materials for all practice related meetings including Board, shareholder, and committee meetings

18. Maintain and organize practice documents for each practice 

19. Organize travel arrangements, plan/coordinate practice events and order catering for meetings

20. Maintain calendar for Practice Managers and Practice Presidents

21. Process monthly expense reports

22. Event planning, coordination, and logistics 

23. Provide administrative support for all aspects of the LHWI office and the practices

24. Maintains a neat and safe work area

25. Performs other duties as assigned

Requirements

KNOWLEDGE AND SKILL REQUIREMENTS

1. Associates or bachelors preferred, High School diploma minimum 

2. Five plus years’ experience working in a professional office environment

3. Ability to take the initiative to continually improve and enhance the project/data management, administrative, and office management responsibilities 

4. Strong customer service skills and focus including dealing with difficult customers

5. Experience with contracts review and management preferred

6. Experience in Microsoft Word, PowerPoint, Excel, Teams, and Adobe Acrobat Pro

7. Excellent written and verbal communication skills

8. Excellent organizational skills

9. Possess the ability to prioritize and handle multiple tasks with simultaneous deadlines

10. Ability to be detail-oriented and self-motivated

11. Basic understanding of medical terms

12. Ability to identify problems and recommend solutions

13. Ability to establish and maintain effective/positive working relationships with management, staff and others.

14. Experience with general office equipment

15. Willingness to perform all duties as assigned