Administrative
Resume:
Carolyn Stubblefield
Houston, Texas 77021
adwadz@r.postjobfree.com
adwadz@r.postjobfree.com
SUMMARY OF QUALIFICATIONS
Responsible and dedicated Certified Medical Assistant/Administrative Assistant/Human Resources with 20+ years of experience working in heavy-volume, highly accountable job settings. Strong work ethic, eagerness to learn, ability and willingness towards helping the Michael E. DeBakey VAMC meet its operational goals and objectives.
Results-oriented and adaptable: able to handle multiple projects and set effective priorities that meet tight time constraints and deadlines.
Ability to process administrative procedures that reduce redundancy, improve accuracy and efficiency, and achieve organizational goals and objectives.
Highly developed interpersonal and communication skills with professionalism, integrity, creativity, and resourcefulness.
Computer skills: MS Word, Access, Excel, PowerPoint, Project, and Outlook; VISTA, CPRS, FBMS, FPPS, MRM Training Database Systems, MRM Award Tracking System, Travel Manager, Records Integration Tracking System, Documentum, and eFiling – Administrative Rules Program, EPAS, ADPAC Sponsoring Portal
Serve as an ADPAC (5+ years)
PROFESSIONAL EXPERIENCE
Program Application Specialist 08-1-2019 – Present
Rachael Adams 40-hour week
Perform and coordinate with other staff to identify information needs and develops data collection methods and report formats to meet the needs for daily perform
Provide daily procedures needed for training and troubleshooting for clinical and administrative staff in business processes and associated supporting software for daily performance
Discuss any problem areas with personnel concerned to identify and implement remedial action to be take and ensure that the problem is solve in a timely manner
Researches problems that impact the quality and efficiency of Health Administration Service (HAS) operations to ensure that all functions are fixed for daily job performance
Develop and implements local performance measures as needed to assess current status and determine areas targeted for improved effectiveness for daily job performance
Complete Epas for all HAS employees and a CORE for Coding Contractors
Modification to employee account, assigned new passcode as needed, as well as complete IT tickets for troubleshooting items as needed for completion for daily job performance
Timekeeper and maintain daily entrance posting for accuracy
Train HAS employees in timekeeper and other areas
Assist Deputy Manager as a CORE, complete all contractors Epas, Remote Access, Deactivations, etc
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Coordinates, plans, implements, and trains staff in the business and functional areas for various information technology Veterans Integrated Systems Technology Architecture (VistA) packages Reviews access to terminal and file codes for the purpose of controlling access to the patient and medical records to assure compliance with the Privacy Act and Cyber Security regulations
A functional "expert" for matters relating to the Patient Information Management System (PIMS) core package ensuring that tasks are completed in timely and correct way
Sponsoring employees for PIV badges, and completing all the necessary paperwork needed to make it a simple but rewarding experience for all HAS employees and others
Self-motivated and able to build trust and inspire others to work toward a common objective
Performs data entry into IMPACT and other electronic programs and systems.
Answers and screens telephone inquiries; takes and routes messages and records intake information for referral to caseworkers.
Prepares and maintains statistical reports, leave and personnel records, case control systems, case records and related files for the unit. Functions as the unit timekeeper.
Types correspondence, forms narratives, travel vouchers, meeting notes, performance evaluations, and other documents to support work of the unit and files related documents.
Provides program and agency information and/or makes referrals to other community resources.
Greets visitors, responds to general questions, and directs callers to proper location.
Performs other duties as assigned and required to maintain unit operations.
Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
Attends work regularly in accordance with agency leave policy.
Input E-PAS for newly employed personnel, to assure their asset to computer applications for their daily function of work.
Sponsor newly employed employees to assure that badge is issued
Renew PIV badge, if expiration has passed for lost or stolen PIV badges for employees
Assist with other special projects and duties as assigned
Communicate tactfully and effectively, both orally and in writing, to meet program objectives
Tort Claims investigation, interviewing policyholders, claimants and witnesses. In many cases, other members of the community need to be interviewed as well. Police officers, physicians, lawyers, accountants and other professionals often must make statements during the claim investigation process. Obtaining information that a claims adjuster may have to collect include hospital records, photos of property damage, videos of damage occurring, and other pertinent information required to fully evaluate a claim.
Safeguard and protect the patient’s rights to privacy by ensuring that only authorized individuals have access to the patient’s medical information and that all release of information follow the request, authorization, company policy and HIPAA statues. Additionally, they are required to maintain a professional health care office environment on a day-to-day basis, working with confidential and personal health information in a conscientious manner and providing patients and other requestors with the appropriate level of service. This position engages in direct customer service and must perform duties and conduct interpersonal relationships in a manner designed to project a positive image of the department and the Medical Center. Work with team leader, supervisor, manager, and other members of the department to promote a harmonious work environment.
Handles all requests and inquiries for patient health information whether received via
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mail, fax, phone or in-person. Verifies the patient identity and confirms that the authorization is valid. Ensures the requesting party has a legal right to request a patient’s medical
information. Provide excellent customer service by being attentive and respectful; insures
understanding of customer request and follows-through as promised; and being
proactive in identifying client concerns, or problems. Helps resolve customer service
matters in a polite manner.
Determine and document current workflows based on systems enhancements.
Troubleshoot basic daily user issues that are communicated via Help Desk Tickets.
Consults with system users to identify current operating procedures and clarify program objectives
Collaborate with users and other IT teams to maintain, develop and deploy the best solutions to ensure high level of customers service
Prioritize, plan and coordinate activities across various initiatives
Be available to support, trouble shoot, implement, and/or always launch initiatives
Fulfill multiple roles throughout, and be an on-going support of all client systems
Review, analyze and modify employee access when needed
Evaluates applications, updates and software patches for desktop applications when issues occur
Ensure maximum availability for customers computer access
Resolve customer service requests in accordance with VA Policies
Work as a CORE processing Contractors Epas, and Remote Access, deleting account, creating new accounts and providing access for third-party processing in accordance with VA Policies
Program Support Assistant 10-1-2018 – 08-01-2019
Pam Womack 40-hour week
Performed data entry into IMPACT and other electronic programs and systems.
Answered and screens telephone inquiries; takes and routes messages and records intake information for referral to caseworkers.
Prepared and maintains statistical reports, leave and personnel records, case control systems, case records and related files for the unit. Functions as the unit timekeeper.
Typed correspondence, forms narratives, travel vouchers, meeting notes, performance evaluations, and other documents to support work of the unit and files related documents.
Provided program and agency information and/or makes referrals to other community resources.
Greeted visitors, responds to general questions, and directs callers to proper location.
Performed other duties as assigned and required to maintain unit operations.
Promoted and demonstrated appropriate respect for cultural diversity among coworkers and all work-related contacts.
Attends work regularly in accordance with agency leave policy.
Input E-PAS for newly employed personnel, to assure their asset to computer applications for their daily function of work.
Sponsor newly employed employees to assure that badge is issued
Renew PIV badge, if expiration has passed for lost or stolen PIV badges for employees
Assist with other special projects and duties as assigned
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Communicate tactfully and effectively, both orally and in writing, to meet program objectives
Tort Claims investigation, interviewing policyholders, claimants and witnesses. In many cases, other members of the community need to be interviewed as well. Police officers, physicians, lawyers, accountants and other professionals often must make statements during the claim investigation process. Obtaining information that a claims adjuster may have to collect include hospital records, photos of property damage, videos of damage occurring, and other pertinent information required to fully evaluate a claim.
Safeguard and protect the patient’s rights to privacy by ensuring that only authorized individuals have access to the patient’s medical information and that all release of information follow the request, authorization, company policy and HIPAA statues. Additionally, they are required to maintain a professional health care office environment on a day-to-day basis, working with confidential and personal health information in a
conscientious manner and providing patients and other requestors with the appropriate level of service. This position engages in direct customer service and must perform duties and conduct interpersonal relationships in a manner designed to project a positive image of the
department and the Medical Center. Work with team leader, supervisor, manager, and other members of the department to promote a harmonious work environment.
Handles all requests and inquiries for patient health information whether received via
mail, fax, phone or in-person. Verifies the patient identity and confirms that the authorization is valid. Ensures the requesting party has a legal right to request a patient’s medical
information. Provide excellent customer service by being attentive and respectful; insures
understanding of customer request and follows-through as promised; and being
proactive in identifying client concerns, or problems. Helps resolve customer service
matters in a polite manner.
Lead Medical Support Assistant August 2016 -09-30-18
Amy Gregory 40-hour week
As Lead Medical Assistant is required to perform all duties of the Medical Assistant and functions as the resource person to the non-licensed staff. Also, the lead acts as a liaison between management and staff. As Lead Medical assistant in the office setting is a specialty requiring a variety of skills, including but not limited to: Receptionist, registration duties, data collection for billing procedures, charge posting, maintains appointment schedules. As Lead Medical Assistant I assist in some practices with patient care providing first level counseling to staff. Keeps manager apprised of early personnel issues.
Demonstrates competency and professional responsibility in the medical assistant role
Complies with personnel policies
Maintains confidentiality when interacting with patients, families, personnel and the public
Personnel are competent in their job responsibility orientation, training, skills evaluation, annual competencies and the successful completion of an annual employee evaluation.
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The annual competencies are based upon those specific tasks that are infrequently utilized and/or have a high potential for less than positive patient outcome. Act as the first level, “go to person” for the providers and staff regarding troubleshooting issues.
• Assist manager with provider schedules, coordinating vacation requests and ill calls to ensure appropriate clinic coverage. Assist manager with gathering and review of timecards
Provide first level support as a patient services liaison to research issues surrounding
complaints, billing, registration, and then communicating findings to manager.
•Ensure smooth office operations which support teamwork, and generate a positive
attitude between front and back office staff.
• Attend regular EHR training sessions and distribute current information to providers and
staff through individual trainings and communications.
• Maintain efficient levels of medical and office supplies.
• Clearly communicate and monitor any new processes to the department/unit.
Experience of handling patient service of health care environment
Strong knowledge of medical terminology and admissions processing
Skilled in prioritizing tasks and meeting deadlines
Familiarity with safe work conducts and common safety hazards
Excellent administrative and coordination skills
Excellent communication, computer, and multi-tasking skills
Provide on-going useful, objective, and constructive input to employee hiring and performance appraisals.
Facilitating the orientation of new and on-call staff.
Welcomes patients by greeting them, in person or on the telephone; answering or referring inquiries.
Maintains safe, secure, and healthy work environment by following, and enforcing standards and procedures; complying with legal regulations.
Maintains patient confidence and protects operations by keeping patient care information confidential.
Enhances health care practice reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Scheduling New Patients Appointments
Registering/Conducting Means Test for Patients
Administrative Staff Support June 2014 – August 2016
Supervisor: Dr. Teague, Associated Chief of Staff 713-***-**** x 28792) 40-hour week
As Administrative Staff Support, I have experience, technical knowledge, and communication skills needed to work independently, communicate effectively and the ability to accomplish a complex task as needed.
Served as the ADPAC for the Chief of Staff Office
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Makes travel arrangements for the Chief of Staff, Deputy Chief of Staff, and Associate Chief of Staff
Time and Attendance for the Chief of Staff Office and CBOC Clinical Directors & Tele Health
Screens calls and visitors to the Chief of Staff Office
Reviews outgoing correspondence and reports prepared by staff, ensuring proper format, corrects grammatical content and ascertaining that all necessary coordination of facts has been completed.
Completion of Controlled Correspondence in compliance with Policy.
Completion of Congressional inquiries in a timely manner and by Policy.
Maintains files, records, policies, manuals, and competency folders
Enters data into various computer programs, that include databases and spreadsheets
Arrange complex physician appointments/meetings with multiple Care Line Executives, Congressmen, patients and family members in accordance with departmental guidelines
Type and track all Medical Center Death Certificates explaining the cause of death for the Deputy Chief of Staff
Screens MC Autopsies
Consults with physician and medical personal about Veteran’s medical records, medications, and appointments and care.
Complete VetPro & OPPE and FPPE storage
Works closely with Credentialing assuring applicant completion
Completion of EPAS, Modification, Separation, and Discontinue of Access
Sponsor - ADPAC
Secretary and Senior Secretary September 2004 to May 2014
Supervisor: Faye Stewart, Carol Green 281-***-**** 40-hour week
As a Secretary, I have experience, technical knowledge, and communication skills needed to work independently, communicate effectively and the ability to accomplish a complex task as needed.
As secretary/senior secretary, I perform the following task on a regular basis:
Compose, review, and analyze all controlled and outgoing correspondence to clients for accuracy of grammar and formatting, attachments, signatures, and adherence to established formats of
policies and procedures described in the ONRR Correspondence Handbook. I also ensure the accuracy of the Federal Regulations that are used in all correspondence.
Serve as a liaison between various levels of management, and staff auditors as well as with other federal agencies pursing resolution of high complex issues. This task requires both oral and written communication skills.
Serve as an expert in utilizing the DOI Federal Business Management System (FBMS) to review, verify, and reconcile budgeting and ONRR requisition account activity.
Review the budget information and reconcile actual expenditures to budgeted cost and make corrections when needed.
Communicated budget activities with the Program Manager.
Responsible for financial and budget processes, diverse range of critical functions including development, justification, execution, and analysis of the Texas Audit & Compliance (TAC) budget.
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Acquired an in-depth knowledge of the concepts, principles, practices, laws, and regulations of budgeting for ACM, TAC programs and services. Formulated and executed new procedures that have been implemented.
Supervise/Support TAC Administrative Staff, as well as others in various areas and duties.
Utilize the GovTrip system to research travel information such as flights, hotel rates and rental car services and to prepare the travel arrangements for the TAC Program Manager, staff and other team members as needed. In using the GovTrip system, collaborates and analyze the information to determine the best rates all while keeping the Federal Travel regulations in mind. When
complex or last-minute situations occur such as rebooking a flight or rerouting a flight because of someone’s change in plans, use the system to come up with different scenarios for the traveler to choose from, I communicate the options to the traveler and then book the arrangements as directed. Assisted others in utilizing the GovTrip system. Process travel authorizations/vouchers for the TAC Program Manager and staff by using the Gov Trip system as well. I am careful in
making sure the vouchers and authorizations are in according with current guidelines and regulations.
Maintain all payroll activity for TAC Program Manager and staff and other team members.
Maintain personnel folders, leave records, training records and requests through the eRecording-Electronic Rules Filing and Recording database, CIM database, and E-Room Database.
Utilize the Federal Personnel and Payroll system (FPPS) system to process several types of personnel information such as promotions, step increases, retirement, separation from duty, and awards.
Coordinate various videoconferences and meetings.
Create/Maintain Division Reading Chronological Files.
Maintain the Program Manager’s calendar as well as make and confirm appointments.
Assist with the hiring process for new administrative staff.
Coordinate monthly board meetings, agenda, and logistics.
Recorded all public meetings and manager sessions, completed the final review and composed responses by Managers and Supervisors.
Researched historical code of federal regulations and performed extensive analysis for Manager review of correspondence.
Prepared interpretation of and made recommendations regarding regulations and Standard Operating Procedures (SOP), in accordance to correspondences, office procedures.
Interpreted rules and regulations for the general correspondence within office.
Ensuring smooth functioning of the facility by handling important administrative tasks
Greeting and taking medical histories of patients and guiding them to MHV
Creating file and opening patient's account in the computer system
Handling insurance verification
Scheduling patients' appointments according to physicians' schedules
RELATED PROFESSIONAL TRAINING
Compliance Program Tool
Compliance Information Management System
Audit Documentation Checklist
Records Management
Documentum Electronic Records
How to Communicate Effectively
Certified Health Benefit Associate
Human Resources Experience 15+ years
Women & Men Ministering Counselor
ADPAC Training/Sponsoring
MAS Trainer/Veteran Orientation Trainer
Public Speaking
EDUCATION
5/1980 – 5/1981 Houston Community College, Houston, Texas
01/2012 – 01/2015 Houston Community College, Houston, Texas
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