MEDICAL SERVICES ASSISTANT

Definition

Under direction of an Assistant Hospital Administrator or other supervisory officer in a state hospital or institution, performs duties which relieve the supervisory officer of administrative details involved in operating a hospital section or unit; does related work as required.

Examples of work

• Assists in the survey, preparation, and analysis of budget requests; keeps supervisory personnel informed of proper methods and provides instruction in correct budget preparation; ensures the prompt and proper submission of data concerning the budget request for assigned section.
• Assists in the preparation and processing of all six-month detailed requests and their submission to the hospital business office.
• Develops and maintains a filing system to ensure accuracy of property control and to eliminate duplication in ordering supplies and equipment.
• Prepares and processes all other requests for items to be purchased by the business office; checks all forms for necessity, validity, availability, accuracy, correctness of specifications, and other factors.
• Acts as liaison with supervisory personnel on procurement matters; assists in ordering and drafting adequate specifications; provides appropriate catalogs.
• Attends and participates in staff meetings; analyzes, interprets, and recommends operational policies.
• Reviews area timekeeping records at least semiannually; audits ledger sheets to ensure correct balance; reports findings to section chief.
• Conducts weekly surveys of assigned sections; checks patient census, population movements, building maintenance, and other items, and reports findings to the section chief.
• Investigates and reports on all unusual occurrences or complaints submitted by visitors, patients, employees, or others.
• Coordinates with the administrator and helps arrange and/or assists in conducting area tours; gives talks to groups.
• Serves on committees.
• Prepares various reports including patient statistics, the accounting of funds, and monthly activity reports.
• Maintains the essential records and files.
• May be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Experience

Three (3) years of experience involving complex technical, administrative, or related office management functions.

License

Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of the problems of medical service units and of the measures to be taken for their alleviation.
• Knowledge of the procedures, routines, and records used in medical services units of a large hospital or institution.
• Knowledge of modern office methods, practices, routines, machines, and equipment.
• Ability to acquire knowledge of the internal organization, personnel functions and established regulations, policies, and procedures of the section or unit.
• Ability to organize assigned clerical or medical services work and develop effective work methods.
• Ability to comprehend modern filing systems, statistical procedures, business machines, and office equipment and understand their advantages and disadvantages.
• Ability to receive and adjust complaints originating within or without the institution.
• Ability to interpret institution and department laws, regulations, policies, procedures, and methods to persons within or without the department.
• Ability to prepare and oversee the preparation of suitable bulletins, pamphlets, and circulars.
• Ability to process requisitions and requests to purchase equipment, materials, and supplies, and to check all forms for validity, accuracy, correctness of specification, and other factors.
• Ability to review and analyze timekeeping records.
• Ability to survey periodically assigned units or sections, and to check patient census, population movements, activities, and the quality of building maintenance.
• Ability to investigate and report all unusual occurrences or complaints.
• Ability to coordinate the work of volunteers.
• Ability to arrange and assist in tours.
• Ability to give talks before volunteer, tour, civic, educational, and other groups, and to explain the functions of the assigned area.
• Ability to ensure that approved procedures are followed.
• Ability to prepare detailed, technical, and confidential correspondence.
• Ability to prepare statistical and other reports containing findings, conclusions, and recommendations.
• Ability to establish and maintain essential records and files.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

An Associate's degree in Medical Office Assisting or Medical Office Administration from an accredited college or university may be substituted for two (2) years of the required experience.

A Certificate of Proficiency in Medical Office Assisting or Medical Office Administration equivalent to two semesters or thirty (30) semester hour credits from an accredited college or university may be substituted for one (1) year of the required experience.

A Certificate of Proficiency in Medical Office Assisting or Medical Office Administration equivalent to one semester or fifteen (15) semester hour credits from an accredited college or university may be substituted for six (6) months of the required experience.