Administrative Assistant Medical
Resume:
MS. SHAWN H. DUBUISSON
Greenville, SC 29607
Email: **********@*****.***
EXPERIENCE
**/**** - **/**** ********** of North Carolina, School of
Medicine
GI & Hepatology Department, Chapel Hill, NC
Administrative Assistant (Office Assistant IV)
I was the administrative assistant for Ian Grimm, M.D., Director of GI
Procedures and Director of the Center for Pancreatic and Biliary Diseases,
as well as for Nicholas Shaheen, M.D., Professor of Medicine and Director
for the Center for Esophageal Diseases and Swallowing.
My duties included:
> Communications - Answering calls, taking messages and forwarding them
via email to my physicians, their Nurse Practitioners and/or Physician
Assistants, as well as any "Fellows" that may be working in concert
with my physicians at that time.
Communications via Email was a vital part of my job. Examples of this
are: messages to and from my physicians; communicating with other
departments; coordinating appointments for patients with other
departments within UNC; communicating with patients via email, etc.
This means of communication was how I most often received requests for
various tasks for me to accomplish (i.e., instructions to order tests
and procedures, dictation).
I was responsible for returning calls to patients and physicians, and
communicating answers to questions, information requests, calling in
prescriptions to pharmacies, resolving problems related to
prescriptions (i.e., incorrect dosage, submitting Pre-Authorization
Requests to the patients' insurance companies, etc.).
> Ordering of G.I. Procedures, Tests, Radiology, Referrals - Dr. Shaheen
& his N.P., Melissa Spacek, keep a spreadsheet of things that need to
be ordered and/or arranged and coordinated for their patients. I
worked off of this spreadsheet and ensured that all requests for
procedures, testing, radiology requests, referrals and ordering of
pathology slides, disks, and medical information was taken care of in
a timely manner. Dr. Grimm and I worked via email arranging the same
requests. Outside physicians would often call, email and/or fax over
referrals for Dr. Grimm for G.I. procedures and for clinic
appointments. I forwarded these requests to Dr. Grimm via email; he
triaged them and gave me ordering instructions. There are two
different computer systems used to order G.I. Procedures. I contacted
each and every patient to coordinate the appointments with them before
sending the request over to G.I. Procedures.
> Transcription and Creation of Patient Correspondence - I presented a
draft copy of all dictation that I transcribed for my physicians to
review and edit as they wished. Once this was finalized, I made sure
the correspondence and any enclosures or attachments went out in the
mail. Many times, patients called requesting we write letters for
court dates, work conflicts, medical releases, etc. I was often asked
by my physicians to create or draft a letter for the patients.
Ms. Shawn H. Dubuisson
Page Two
> Ordered Office Supplies
> Maintained Physicians' Outlook Calendars
> Receipts & Reimbursement Requests - My physicians often served as
expert witnesses, traveled to speaking engagements, conventions,
members of many organizations, etc. I copied all receipts and
reimbursement requests, filled out any necessary paperwork and turned
these into the appropriate accountant to be processed.
Maintaining good patient rapport is extremely important to me and was to my
physicians. I worked very hard to make sure that all our patients were
taken care of quickly and effectively, and to ensure their needs or
requests were taken care of with the greatest personal care.
10/2008 - 4/2009 University of North Carolina, School of Medicine
GI & Hepatology Department, Chapel Hill, NC
4/2009 - 11/2009 UNC Hospitals, Gastroenterology & Digestive Diseases
Department
Centralized Scheduling (Administrative Support Associate)
Centralized Scheduling for the GI & Hepatology Dept. was organized shortly
before I was hired for the position. Our main purpose was to answer
incoming calls and schedule clinic appointments, but this job entailed many
other aspects in order to complete our objectives.
We were responsible for answering most of the influx of incoming calls for
our division. These calls involved completing many tasks, i.e., resolving
problems, directing calls to the appropriate persons or area, scheduling
and rescheduling patient appointments, etc.
Another major aspect of this position was receiving/sorting out many
incoming faxes that came in through our paperless fax port. The majority
of these faxes were physician referrals. Most of the physician referrals
were faxed into our system, as well as prescriptions refill requests,
requests for medical records, etc. When we received physician referrals,
these were first processed before moving on to the triage stage.
Processing the referrals included determining if the patient was a current
UNC patient, determining which area of specialty within our division needed
to review the referral, registering new patients, updating demographics of
existing patients, and finally getting the referrals into triage for the
physicians to review. Once the referral was triaged, we were responsible
for contacting the patients to schedule clinic appointments with our
physicians.
We scheduled appointments and took messages for approximately 30 attending
physicians and "Fellows". We also aided many of the GI physicians by:
> Contacting patients for our physicians to deliver messages, responding
to patients' questions, etc.;
> Taking, receiving and sending messages directly to them and their
administrative assistants via emails;
> Forwarding prescription refills requests and prescription
authorizations to the physicians and/or their administrative
assistants;
> Forwarding medical information that came to their attention and then
making sure that information was input into our system;
> Contacting hospitals and doctors' offices for additional records,
notes and test results.
Ms. Shawn H. Dubuisson
Page Three
03/2008 - 9/2008 Professional Management Healthcare Consultants, Inc.,
Raleigh, NC
Administrative Assistant
I was the "Reception Area" secretary and the secretary for 20+ people. I
greeted all guests and was responsible for everything that came in or went
out the front door, (i.e., deliveries, mail, UPS, FedEx, repairmen, service
people, guest, clients, etc I ordered all the office supplies and kept
up with anything anyone in the office needed, (i.e., office supplies,
stationary, forms, envelopes, office machines, break room supplies, postage
machine, mail supplies, etc.). I made all the service calls necessary, got
bids on supplies and equipment, checked in, distributed and put away
anything that was ordered. I did the bank deposit on the computer, took it
to the bank, and went to retrieve the company's mail at the Post Office
every other week. I distributed the mail, and took the last mail out in the
evenings. I ordered, picked up and delivered all food orders for luncheons.
I did all the typing, dictation, mailings, projects, and presentations. I
kept up with the Retirement Department's filing, all the partners'
appointment calendars, as well as sent out all their appointment cards;
either by mail or email. I designed forms and documents. I organized and
kept up with the Accounts Payable and Accounts Receivable. I answered the
switchboard, took messages, sent out all the UPS letters and packages,
forwarded clients' mail, ordered computer software for the clients, checks
for the clients, and flowers for the partners to be sent to clients. I did
all the copying, faxing, and certified mailings. I also kept up with all
address changes for clients in Outlook, the rolodex and the mailing labels.
08/1994 - 10/1996 Johnson & Bryan, Atlanta, GA
Word Processing Specialist
Johnson & Bryan is the largest privately held insurance agency in Atlanta.
I provided all the word processing needs for this insurance agency of 75+
employees. I was solely responsible for the following:
Dictation I also redesigned:
Typing Correspondence Proposal covers
Company Client Proposals Personalized company Binding Elements
Large Property Schedules Proposal Layout
Applications Company Letterhead
Medical Services Division Logo
Customized Proposals
Life & Health Department's Proposals
Initiated and Designed Customer Lead
Cards
COMPUTER SKILLS
Microsoft Word IDX / GE
Microsoft Excel GE O.R. Scheduler
Microsoft Presentations Paper Port
Microsoft Outlook Working with and creating PDF files
WebCis Proficient in Internet Skills
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