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Click here or scroll down to respond to this candidateCandidate's Name
Street Address
PHONE NUMBER AVAILABLE EMAIL AVAILABLESKILLS: Proficient Computer Skills, Microsoft Word/Office, Outlook Caldendar,Calendar, Excel, PowerPoint, Office, Epic/Cadence (scheduling, in-basket, templates), Meditech, IDX Billing systems, Yale Patient Online System, Microstrategy, Avaya reporting, Medical Terminology, HIPAA trained, Excellent Multi-tasking/Orqanizational/Efficiency/Communication SkillsBilingual: SpanishEXPERIENCE:Yale University, New Haven, CT 10/2005 PresentYale Medicine Vascular Surgery 06/2003-02/2024Senior Administrative Assistant1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.Yale University Health Services 05/2016 PresentSenior Administrative Assistant/Lead ReceptionistProvide lead clinical receptionist duties for Yale Health Services within multiple specialties. Oversee and coordinate staff and schedules for Clinical Reception Team (18 staff) throughout multiple specialties in an effort to enhance patient and visitor experiences. Serve as the primary point of contact for staff and clinical managers for inquiries. Thorough knowledge of medical terminology and Epic including providing template building responsibilities as requiredUtilize knowledge of Yale Health Services policies and procedures to ensure Clinical Reception Team provides optimal customer service including check in/out and scheduling of a variety of appointments (follow up, specialty and testing). Serve as a resource to staff in all aspects of front desk responsibilities. Assist with template/schedule maintenance responsibilities as needed.Maintain and monitor call out line for staff every morning and adjust clinical receptionist schedule as needed to provide appropriate staffing. Maintain and monitor vacation and PTO requests from staff and make appropriate adjustments to staffing schedule utilizing Excel. Distribute daily working schedule to staff and managers.Coordinate and manage reports in Microstrategy, provide reporting to Administrative ManagerProvide coverage for front desk Clinical Receptionist responsibilities as needed, greeting visitors, answering and screening telephone calls, respond to requests and provide assistance as needed.Schedule and coordinate meetings and appointments; schedule and maintain documentation of all required trainings for staff. Order and maintain inventory of supplies.Provide input or create new or revised policies, procedures, office activities, staff meetings, agendas, team huddle documents and overall communication, guidance and support to the reception team.Yale University Health Services 10/2005 05/2016Clinical Receptionist IIProvided primary desk coverage to other primary care departments, inclusive of Pediatrics, ObGyn, and Acute Care, for unscheduled absences as well as lunch/breaks and extended day needs. Provided coverage for Call Center staff as required. Greeted patients and visitors and scheduled appointments at primary reception areas and facilitated arrival and processing for all scheduled appointments. Served as a source of information to patients on policies, procedures and office activities. Created electronic messages for all patients/staff/departments using accurate medical terminology and facilitated processing. Advanced daily usage of Epic Cadence and In Basket Systems as well as Microstrategy reporting.Supported the walk in/same day care requests for unscheduled appointments, coordinated electronic communication between Acute Care and Adult medicine reception and Triage nurses in order to provide timely access for this population.Monitored daily appointment access in order to ensure that appointments were scheduled in accordance with section guidelines, made adjustments as necessary. Initiated and directed reception staff in rescheduling activities and assisted in that process as necessary. Scheduled appointments for check out/follow up/YHOL, scheduled appointments by phone and at the request of clinicians using Advanced Web schedule search.Served as an essential partner for the organizations strategic initiative to meet service excellence goals. Assumed an ambassador role for each primary care reception area to ensure patient experience was seamless and met strategic goals utilizing clinical software to facilitate efficient patient flow.Maintained weekly Excel grids for Chief of Department to report off on metrics of access for cliniciansServed as primary resource for appointments, forms, patient requests for the department and acts as liaison to clinical staff from front desk for two clinical care teams, as well as Acute Care.At the direction of the Manager, assisted in service recovery efforts to resolve all patient experience issues, as well as providing immediate resolution to real time service issues.Provided assistance with complex patient scheduling needs, and coordinated follow up appointments/referrals with external vendors as necessary. Specifically coordinated HSG/SONO appointments and NST/AFIs as required.Provided primary back up support to referral tracking and non-compliance for primary care departments, inclusive of Pediatrics, Ob-gyn, Acute Care and Internal medicine for over 15,000 external referrals/year.Collaborated with Clinical Reception staff and Sr. Administrative staff to develop, pilot, and implement new scheduling and chart desk work processes to accommodate patient flow and the changing healthcare environment. Assisted in identifying the impact and need for new workflow systems as a result of the transition to the EMR.Sorted, screened and distributed incoming mail and faxes and responded to any action items; ordered and stocked supplies for Primary Care; monitored and assisted in the support of timely completion of all receptionist EMR tasks to include secure electronic messaging (YHOL); assisted with template schedule maintenance responsibilities, provided support to SAAs for daily telephone distribution list/sign out as needed.Participated in special project work including oversight of patient surveys/ waiting room and wait time surveys and other projects as needed.Coordinated patient mailings of test result letters to maintain and assure HIPAA compliance and accuracy, as a result of EMR workflow changes.Family Care VNA, New Haven, CT 11/2004 01/2005Administrative Assistant/Nurse Scheduling AssistantScheduled RN's and LPN's for home health services; prepped nurse's for home health visits with required data such as medication sheets, nursing notes, intakes and other documents.Kept track of due and overdue requirements and recertification of paperwork.Faxed, filed, typed memos; assisted Supervisor with administrative tasks.Marlborough Hospital, Marlborough, MA 02/2004 09/2004Scheduling CoordinatorResponsible and accountable for scheduling surgical bookings and medical procedures with physicians, office staff and their patients; pre-registration of patientsCoordinated and communicated scheduling and/or cancellation of operating room cases with operating room pre-certification department, Radiology, Surgical Day Care, Laboratory and any other departments.Worked closely with Radiology department scheduling CAT scans, Ultrasound's, Radiology tests and procedures, Medical Day Care procedures and MRIs.Scheduled and processed Urgent Request Exams for patients with emergenciesSpaulding Rehabilitation, Framingham, MA 11/2003 02/2004Medical AssistantServed as a liaison between doctors and patients; scheduled patients; prepared charts and exam roomsCalled in physicians orders and prescriptions to pharmacies or other medical facilities; handled patients referrals and requisitionsEmerson Hospital, Concord, MA 12/2001 10/2003Registration SpecialistRegistration and Admitting responsibilities; responsible for obtaining patient orders and requisitions for Radiology, Lab, Physical Therapy, Mental and Addiction Services; managed hospital bed board and In-House bed assignmentsInland Paperboard and Packaging Company, Leominster, MA 07/2001 12/2001Accounting/Accounts PayablePerformed all aspects of Accounts Payable, posted cash disbursement journals, purchases and void check journals.Yale University, New Haven, CT 02/1997 05/2001Accounting Assistant IIIPerformed data entry, billed inpatient and outpatient medical encounter formsResponded to patient inquiriesDaily rounds on hospital floors/collecting and replacing encounter forms |
