Alomere Health

The Heartland Orthopedic Specialist (HOS) Administrative Assistant/Support is responsible for performing a number of administrative duties in order to support the Heartland Orthopedic Specialists Administration team (VP of Orthopedic Services, Director of Clinical Services and Sports Medicine, Director of Finance Clinic Operations and HR Business Partner) and the Heartland Orthopedic Specialists, P.A. medical staff (10 physicians and advanced practice providers).. General Financial Duties Heartland Orthopedic Specialists, Lakes ENT, Heartland Sports Medicine. Heartland Sports Medicine invoices and receivables are run in Quickbooks. Notary services within the hospital and Heartland Orthopedic Specialists. Maintain continuing medical education (CME) and paid time off (PTO) for medical staff

administrative assistant

Department: Heartland Orthopedic Specialists

FTE (Full Time Equivalent): Full Time (1.0) 40 hours per week

Hours: Monday – Friday 8:00am - 4:30pm

Position Objective
The Heartland Orthopedic Specialist (HOS) Administrative Assistant/Support is responsible for performing a number of administrative duties in order to support the Heartland Orthopedic Specialists Administration team (VP of Orthopedic Services, Director of Clinical Services and Sports Medicine, Director of Finance Clinic Operations and HR Business Partner) and the Heartland Orthopedic Specialists, P.A. medical staff (10 physicians and advanced practice providers). The HOS Administrative Assistant/Support is expected to use good judgement in minor decision-making as is related to maintaining HOS data files. Confidentiality of patient-related data must be maintained at all times. Attention to routine and new deadlines is imperative in this role.

General Financial Duties Heartland Orthopedic Specialists, Lakes ENT, Heartland Sports Medicine
Review all invoices for appropriate documentation and approval prior to payment
Prioritize invoices according to cash discount potential and payment terms
Process check requests
Audit and process credit card bills
Match invoices to checks, obtain all signatures for checks and distribute checks accordingly
1099 maintenance
Respond to all vendor inquiries
Reconcile vendor statements, research and correct discrepancies
Assist in month end closing
Assist in year end closing
Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices
Assists with other projects as needed
Mailings for the clinic
Heartland Sports Medicine invoices and receivables are run in Quickbooks
Notary services within the hospital and Heartland Orthopedic Specialists
Records and Reports:
Compile and coordinate reports for the administration team as needed
Maintain monthly dashboards and reports for Heartland Orthopedic Specialists, Rehab Services, Lakes ENT, ER and Hospital providers.
Provide monthly stats for Alomere and post on the portal.
Maintain and audit administrative files; clinic contracts, insurance policies, clinic correspondence, provider licensure, etc.
Gather data and prepare reports for clinic meetings; attend meetings as requested, record and communicate meeting minutes, obtain necessary signatures, etc.
Assist with agenda preparation for various meetings, attend meetings and record and communicate meeting minutes
Prepare and maintain the general liability, automotive, property damage, and worker’s compensation insurance for all providers
Gather information to assist the clinic auditors
General Duties Heartland Orthopedic Specialists:
Act as a resource for entering work order tickets and directing physician/staff requests to the appropriate leader.
Assist with new medical staff recruitment; arrange travel, coordinate lunches and dinners, prepare contract information, and provide relocation assistance
Assist with the onboarding of the new medical staff members; prepare welcome gift, arrange onboarding and orientation schedules, schedule the tour of the facilities, etc.
Assist with the Alomere Health new hire process; schedule interviews, send confirmation details, conduct reference checks, initiate pre-employment checks, create new hire folders, etc.
Administrative Support
Screen incoming telephone calls and other communication accurately and efficiently
Keep adequate supply of office supplies products and order supplies as necessary
Maintain the Heartland Orthopedic Specialists internal portal page; brochures, forms, documents, etc.
Order food for new provider visits and business lunches
Maintain accurate & up-to-date calendars & schedules (Call Scheduler & PA calendars).
Prepare correspondence, reports, agendas and minutes of meetings, etc.
Help to keep conference rooms clean, organized and inviting for all guests
Make travel arrangements as needed
Provide support to other employees and teams as directed
Act as a backup for other administrative assistants as needed
Maintain the VP of Orthopedic Services schedule by planning and scheduling meetings, calls, etc.
Provide assistance with community and in-house events at the clinic and hospital
Maintain continuing medical education (CME) and paid time off (PTO) for medical staff
Compile annual professional association (MGMA and AAOE) survey information
Maintain Legal Fee spreadsheet and assist in typing attorneys letters as needed.
Required Qualifications
Two years post high school education with financial or medical secretarial (or equivalent) course
Preferred Qualifications
Prior experience in medical secretary duties within a healthcare setting
Electronic Medical Record system (EPIC) experience
Experience with copier, fax, and other office equipment
Benefit Status: Full Time

Union Position: No

Applicants must be able to meet the physical demands of the position. A Functional Job Description for this position is on file in the Human Resources Office and is available to all applicants for review. All job offers to persons that are not currently employed by Alomere Health will be conditional based on favorable references and successful completion of both a criminal background check and a drug test.
I certify that the facts set forth in this employment application (and any accompanying resume) are true and complete to the best of my knowledge. I understand that any falsification, omission, misrepresentation, or concealment of information on this application may be sufficient grounds for disqualification from further consideration for hire or immediate discharge
I authorize Alomere Health to verify the information contained in this employment application and to investigate my personal or employment history. I also authorize any former school, employer, person, firm, corporation, credit agency, or government agency to provide to Alomere Health information they may have about me. In consideration of Alomere Health’s review of this application.
I further agree that, if employed, I will conform my conduct to Alomere rules and understand that unless otherwise specifically agreed to in writing; my employment can be terminated at any time with or without cause, and with or without notice, at my option or at the option of Alomere Health.
I understand that no personnel recruiter, interviewer, or other representative of Alomere Health other than the CEO has authority to enter into any agreement for employment for any specified period of time. I also understand that this application and any employment manuals/handbooks that may be distributed to me during the course of my employment shall not be construed as a contract.
Alomere Health is an EEO employer.

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