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Executive Administrative Assistant

Pahrump, Nevada, United States
April 22, 2019

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Employment History:

Brigham & Women’s Hospital: 9/10/2018 – 3/30/2019 Boston, MA

Supervisor, Faith Selzer, PhD – Program Manager – OrACORe Research @ 617-***-****

Worked as Sr. Admin Assistant for Orthopaedic/Rheumatology Research Group

•Setting up travel arrangements for MD/PhD for conferences, meetings, etc.

•Scanning receipts to upload for reimbursements from providers’ travel or expenses using different research accounts through People-Soft

•Daily calendar management with setting up meetings for PhD & MD to include conferences & educational meetings including air, hotel, & car rental when needed working with local travel agent

•Daily phone management of MD’s patients for script & appointment requests

•Set-up data-base for patient monthly opioid scripts sent out for tracking purposes

•Scheduling patients for MD clinic per MD or PCP request using Epic EMR

•Monthly office supply ordering

•Staff weekly time-keeping in Krono’s – keeping track of RA’s BT balances in Excel

•Monthly meeting/conference set-up with caterer/food orders via online website

•Working with RA’s to order supplies needed for research projects

•New RA hiring which includes posting job description on educational facility website (Handshake), receiving candidate applications, reviewing applications for correct content, initial set-up of phone interviews and then coordination of scheduling phone, Skype and fact-to-face interviews for chosen candidates with staff

•Receiving applications for Biostatistician position & coordinating interviews with Director and Co-Chair

•Working on HMS Search Committee sending out invites to apply for position and receiving applications for new hire for Director of Musculoskeletal Regenerative Medicine for HMS/BWH

•Created and maintained candidate “voting tally” from committee members

•Worked on Search Committee setting up meetings, sending out agenda’s, taking minutes, room and food reservations

VAMC – PAH CBOC (G6): 09/06/2016 – 8/22/2018 - 40hrs Las Vegas, NV

Supervisor, Donna Grussing – MSA Supervisor @ 775-***-****

Working as an Advanced MSA @ Pahrump Primary Care

•Daily checking in/out of patients for appointments, scheduling follow-up appointments per MD orders

•Scheduling patients for appointments per MD RTC orders via CPRS for labs, radiology or follow-up

•Initiating travel reimbursement for patients’ visit

•Refilling patients scripts per CPRS – Using TRM to renew patient medications per patient request

•Working with PACT Team (MD, RN, LPN) to keep patient flow working

•Working with RN’s & LPN’s to schedule patient walk-ins for medical issues or flu shots

•Printing daily reports for clinic schedule, Recall reminders, EWL’s & encounters

•Daily phone calls to patients for appointment reminders and recall reminders

Kindred Hospital: 08/11/2014 – 08/26/16 – 40hrs Henderson, NV

Supervisor: Pam Lambey - CM @702-***-****

Worked as an Administrative Assistant for Case Management Department of LTACH.

•Various daily patient paperwork i.e.: AOST, IM letter & Choice letters

•Completed patients’ questionnaire w/patient/family members upon admission per Medicare guidelines

•Daily documentation in patient’s electronic chart

•Updated daily report of in-patient census for various departments

•Scanning of procedure/op notes to coders

•Worked with nurses and MD’s to ensure all is ready for safe patient discharge

•Worked with various facilities to facilitate patient care upon discharge including setting up of transportation service, home health care, DME, hospice, etc.

•Faxing of patient info to care facilities, transportation companies and insurance companies

•Weekly IDT meeting set-up, minutes, coding face-sheets for each participant & emailing follow-up items needed for each discipline

•Obtained prior authorizations for patients’ discharge care i.e.: prescriptions, HHC or DME equipment

•Set-up family conferences for nurse Case Manager, Nurse manager, etc

•Daily distribution of incoming mail to appropriate department

Children’s National: 1/21/14 – 2/28/14 – 40hrs Washington, DC

Supervisor: Jocelyn Vellencko @ 202-***-****

Worked as academic Sr. Administrative Assistant for Chief of Neuroscience Institute

•Transcribed dictation for journal reviews, articles using MS Word & Outlook.

•Daily correspondence/reference letters

•Also worked approx. 20 hrs./week as Fellowship Coordinator

•Monthly meetings which included room set-up, catering, meeting minutes via Outlook

•Set-up visits for internal/external candidate interviews

•Travel arrangements for external candidates

Ready Nurse/Blake Medical Center: 11/26/12 – 01/10/14 – 40hrs Bradenton, FL

(Started w/Ready Nurse temp agency - Supervisor: Mary Aguilar @ 727-***-****)

then direct hire by Blake - Supervisors: Vicki Allison (Director, Medical Staff Office)

@ 941-***-**** & Vicki Marsee, (VP Risk/Quality/Infection Prevention & Control) @ 941-***-****

Worked as Administrative Assistant for Medical Staff Office & Risk/Quality/Infection Control VP/Directors

•Updated policy & procedures in Excel data-base

•Created chart for department organization/telephone list using Visio

•Assisted Director of Medical Staff Office with credentialing process; faxing info for providers at various credentialing offices, updated info in CACTUS system for provider credentialing

•Updated Emergency on-call schedules, created monthly on-call list for ED in Excel

•Worked w/Quality Analyst to create data-base for MD occurrence reports

•Worked with Risk/Quality VP & Patient Experience Coordinator re: patient complaint, subpoena tracking, preparation for Joint Commission survey and state agency site visits

•Attended monthly committee meetings – booked conference rooms with food, prepared agendas, took/transcribed minutes, scheduled/rescheduled meetings using Outlook

•CME program, bi-monthly conferences – set-up with Power Point presentations, advertising

•CME attendance tracking w/Excel w/annual reporting to GE Board

•Maintained Outlook calendar for Risk/Quality/Infection Control VP/Director

•Distribution of daily mail to appropriate department

•Logged annual membership dues, deposit slips and deposit to bank, reconcile bank book for MEC meetings

Phoenix Children’s Hospital 11/06 – 6/11 - 40hrs Phoenix, AZ

Supervisor: Susan Valpey @480-***-****

Worked as an Administrative Assistant II for Neurologist and Facility Managers

Maintained administrative/clinical Outlook calendar for provider

Worked with vendors/sales reps on daily basis

Booked patient clinic appointments

Maintained Excel spreadsheets for CME, dues, & travel reimbursements

Obtained prior authorizations, using ICD/CPT codes, from various insurance


Set-up testing and clinic appointments for patients in Misys scheduling system

Editing MD dictation, sending out to referring MD’s, families

Maintained MD files - hard copy and electronic for provider’s licensing and

credentialing renewals

Requested checks for staff licenses, educational meetings, reimbursements,

donations & facility bills

Travel arrangements for meetings, conferences, etc. for educational/lecturing


Purchased/maintained all supplies: medical & office to keep facility supplied

Worked with local offices to keep licensure up to date and scheduling inspections,

i.e.: fire

Worked daily with site manager, clinical supervisor, and providers; phone, fax,



Prime Staff Temp Agency 4/06 - 11/06 - 40hrs Tucson, AZ

Supervisor: Sandy Kolb @ 520-***-****

Worked as an Executive Administrative Secretary for Director of Patient Finance

Maintained Outlook calendar for director and managers; setting up of appointments, booked

conference rooms

Check requests for vendors and employee reimbursements

Made travel arrangements for director and managers for conferences & educational


including air, hotel, & car rental when needed working with local travel agent

Printed & distributed monthly reports to appropriate managers & supervisors

Kept data-base for HR req’s and PAR’s updated

Kept Excel spreadsheet updated for invoices paid

Maintained spreadsheet and intake of monies for registration received for annual

sponsored conference - working with hotel regarding details of conference set-up,

via director’s direction

UMASS Memorial Hospital 11/01 – 01/06 Worcester, MA

Supervisor: Elvis Lopez @ 508-***-****

Worked as an Executive Administrative Secretary/Office Manager for Dept. of Surgery/Neurosurgery

•Maintained administrative/clinical appointment calendar

•Set-up surgeries which includes: obtaining date, insurance verification/pre-certs, booking OR time & equipment per MD orders, and setting up of pre-testing, additional appointments such as with other surgeon on case, and/or autologous blood donation appointments as needed

•Worked with various insurance agencies for pre-certification

•Distributed work among appropriate office staff – Using Kronos for staff’s time/attendance and PTO

•Also worked with W/C adjusters/case managers for approval of appointments, tests, and surgeries

•Worked with W/C negotiation personnel for negotiation of consult and surgery fee schedules

•Created and maintaining log for all W/C cases negotiated for billing purposes

•Worked with law offices for set up of depositions, payments for records, time, etc.

•Made sure appropriate films/testing done in appropriate time frame - per MD request

•Triaged calls for MD with patients, lawyers, administrative offices, etc.

•Worked with office staff to maintain supplies, coverage for holidays, sick time, etc.

•Worked with HR office for disciplinary matters or advise re: staff Issues

•Maintained call schedule between attending’s, mid-levels and residents/interns

•Maintained of patient charts - creating and updating

•Requested checks for staff licenses, educational meetings, reimbursements, donations, etc.

•Set-up of meetings with various staff members, administrative, candidates for MD positions, sales

representatives – with and without catering reservations

•Worked with equipment reps to insure proper equipment available for surgeries

•Maintained all aspects of MD files, i.e.: licenses, CME, CV, etc. making updates as received/needed

•Worked with MD staff office maintaining MD licensing & credentialing info

•Called pharmacies with MD/PA/NP scripts for post-op/pre-op patients.

•Set-up interviews for prospective MD candidates and in-house MD’s with chairman.


•Working in highly-confidential medical environment (HIPPA)

•MS Office - Word, Excel, Power-Point, Outlook

•Conference set-up with Audio/Visual – food services

•Working knowledge of Access

•Kronos Time/Attendance

•IDX, Misys & Epic Scheduling System

•ChartMaxx-Cerner (EMR)

•Various Hospital databases

•Internet & Intranet

•ABC & Visio Flow chart



•AR/AP Knowledge

•Supervisory Skills

Contact this candidate