Administrative Assistant
Resume:
MARSHA STEPHANSON
*** *** ******* **** #***, Pflugerville, Texas 78660
Home: 512-***-**** • Cell: 512-***-****
**********@*****.***
SUMMARY
Dedicated and focused Administrative Assistant who excels at prioritizing, completing multiple
tasks simultaneously and following through to achieve project goals. Seeking a role of increased
responsibility and authority.
HIGHLIGHTS
Professional and mature Advanced MS Office Suite knowledge
Results-oriented Medical terminology
Strong interpersonal skills Schedule management
Meticulous attention to detail Employee training and development
ACCOMPLISHMENTS
Research
Investigated and analyzed client complaints to identify and resolve issues.
Administration
Answered multiple phone lines, transferred calls to corresponding departments, filed patient
records and billed accordingly.
Customer Service
Handled customers effectively by identifying needs, quickly gaining trust, approaching
complex situations and resolving problems to maximize efficiency.
Training
Successfully trained staff in all office systems and databases, policies and procedures while
focusing on minimizing errors and generating superior results.
EXPERIENCE
Medical Support Assistant, 07/2015 to Current
Department of Veteran Affairs - Austin, Texas
Provide administrative support for 3 Mental Health Physicians.
Responsible for scheduling patients for routine, consultations, urgent appointments as well
as canceling and rescheduling appointments for the Mental Health and Behavioral Medicine
clinic.
Verify doctor’s orders and treatment orders, complete all text orders, recall reminders,
complete encounters and consults.
Ensure instructional sheets for special procedures are facilitated before the patient's
appointment.
Monitor waiting area for possible changes of patient conditions and initiate appropriate
measures in emergency situations.
Answer telephones and route them to appropriate provider or medical personnel.
Check- in patients and verify that all demographic information is accurate and provide
medication list to patients at each visit.
Collect insurance information
Knowledgeable of Public, Federal and VA laws, Regulations and Directives
Medical Care Coordinator, 08/2014 to 07/2015
Skyline ULTD - St. Augustine, Florida
As an Administrative Care Coordinator I provided administrative support to the case
management team for the Florida Army National Guard
Assisted the RN Case Managers in the management of their caseload/workload
Contacted Soldiers and medical/dental offices to obtain information directed by the Case
Manager
Obtained ROI (release of Information) forms from Soldiers and medical/dental clinics
Filed, scanned, and maintained all medical/dental records as directed by State/Territory
/District patient administrative officer and by Army Regulation 40-66: Medical Record
Administration and Healthcare Documentation
Performed database system functions as required in electronic data systems used by the
Army National Guard.
Performed administrative support at medical portions of the PHA (Physical Health
Assessments) and SRP (Soldier Readiness Processing) events
Maintained MEB/PEB records and created spreadsheets to track suspense dates and status
for soldiers on temporary and permanent medical profiles
Provided quarterly reports on soldiers medically fit for duty and current soldiers on medical
profiles to Deputy State Surgeon
Knowledgeable of regulations and policies that apply to individual medical readiness and
deployment
Medical Support Assistant, 06/2013 to 07/2014
DEPARTMENT OF VETERAN AFFAIRS - Orlando, Florida
Provide administrative support for 12 Specialty Clinic physicians.
Wrote clear and detailed clinical phone messages for physicians.
Verified physician treatment orders.
Completed registration quickly and cordially for all new patients.
Scheduled patient routine, consultation, and urgent appointments.
Directed patient flow during practice hours, minimizing patient wait time.
Strictly followed all federal and state guidelines for release of information.
Demonstrated knowledge of HIPAA Privacy and Security Regulations by appropriately
handling patient information.
Medical Support Assistant, 02/2012 to 06/2014
DEPARTMENT OF VETERAN AFFAIRS - Houston, Texas
Successfully trained staff in all office systems and databases, policies and procedures while
focusing on minimizing errors and generating superior results.
Provided administrative support for 6 Primary Care physicians.
Wrote clear and detailed clinical phone messages for physicians.
Verified physician treatment orders.
Monitored shared email in-boxes and ensured inquiries were addressed.
Scanned clinical records in patients records daily.
Completed registration quickly and cordially for all new patients.
Checked in patients and verified all demographic information was accurate and insurance.
Processed travel vouchers for eligible patients through Bene-Travel program.
Scheduled patient routine, consultation, and urgent appointments.
Directed patient flow during practice hours, minimizing patient wait time.
Strictly followed all federal and state guidelines for release of information.
Demonstrated knowledge of HIPAA Privacy and Security Regulations by appropriately
handling patient information.
Administrative Assistant, 09/2011 to 11/2012
FITNESS 1 ON 1 - Cypress, Texas
Managed the receptionist area, including greeting visitors and responding to telephone and
in-person requests for information.
Designed electronic file systems and maintained electronic and paper files.
Handled all media and public relations inquiries.
Maintained the front desk and reception area in a neat and organized fashion.
Ordered office supplies, gym equipment, and health products.
File management of company clientele Served as central point of contact for all outside
vendors needing to gain access to the building.
Wrote reports and correspondence from dictation and handwritten notes.
Made copies, sent faxes and handled all incoming and outgoing correspondence.
Managed the day-to-day calendar for fitness owner and staff.
Received and screened a high volume of internal and external communications, including
email and mail.
NSA Office Assistant/Client Services Assistant, 01/2009 to 01/2011
RELIABLE REPORTS INC - Lewisville, Texas
Responsible for making phone calls, to insurers, agents and policy holders to obtain address
clarification on inspection orders.
Documented information obtained and processed inspection orders in a timely manner.
Returned agent and insurers calls and resolved all questions or concerns.
Assisted Client Ordering Specialist with miscellaneous job related duties as assigned.
Promoted to Client Services Assistant and worked directly for V.P.
of Client Services.
Responsible for training NSA Office assistant.
Monitored and reviewed all work completed by NSA Office Assistant.
Worked closely with V.P.
of Client Services on new accounts and discussed processing procedures for that specific
client.
Manually data entered new inspection requests into Surveylink system that was received
daily.
Responsible for knowing client specific details of how orders are placed by each client (i.e.
email, mail, e2value system, or fax).
Completed rush inspection orders received from V.P.
and notified office staff of any orders that needed special handling at the V.P.
of Client Services request.
EDUCATION
BACHELOR OF ARTS: Human Resource Management and Business Administration, 2016
Ashford University - Clinton, Iowa, United States
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