Mission: The HUGS Foundation provides free surgery to children and adults suffering from facial congenital deformities. Our goal is to help transform lives and restore confidence so that each child can lead a productive and fulfilling life.
Position: The Administrative/Development Assistant will work under the direction of the Executive Director (ED) supporting day-to-day operations that include administrative tasks, mission planning, basic bookkeeping, special events, and maintaining a confidential donor database. This position works closely with teams of volunteers and committee members. This position will require 32 hours per week, but during events, the hours may increase.
Job Responsibilities
Administrative
Ability to develop and sustain excellent working relationships with individuals, volunteers, and businessMaintain calendar and arrange meetings and appointments as requested, including logistics, materials, minutes, and notices.Manage Board of Directors’ meetings, including preparation of meeting agenda and materials.Distribute Board meeting minutes, board resolutions, committee and other reports, calendars of upcoming events, etc. Coordinate dinner, presentations, call-in instructions, and technology needs.Assist the ED in conducting preliminary grant and donor research.Develop and carry out an efficient documentation and filing system, both electronic and hard copy filing.Complete basic bookkeeping tasks, including processing donations and invoices.Research and acquire data to prepare documents for review and presentation by Board of Directors, committees, and executives.Open, sort and distribute mail, incoming faxes, emails, and other correspondenceUse various software, including word processing, QuickBooks, spreadsheets, databases, and presentation software.Mission Coordination
Provides logistical and administrative support for mission teams including air, hotel, registration, and reimbursements for 6 missions per year.Help inquire, procure, and process mission supply orders.Events
Provide support for all HUGS Foundation events including pre-event operational planning, volunteer management and clerical support.Help set up and clean-up at events.Coordinate day of event logistics including, but not limited to, guest and volunteer management.Provides administrative support for appeals, mailings, invitations, acknowledgement, etc.Social Media
Ensure all events are posted and prominent on all social media outlets including website, Facebook and Instagram.Post all news and photos of events that have transpired on social media outlets within 1-2 days of the event.Physical RequirementsPossess sufficient mobility to perform the essential functions listed in this job description.Personal automobile is required.Desire to travel internationally is essential.Physical Requirements
Possess sufficient mobility to perform the essential functions listed in this job description.Personal automobile is required.Desire to travel internationally is essential.Qualifications
Associate’s degree or equivalent experience required.Results-oriented professional with a minimum of two years’ professional experience in a not- for-profit environment or related field.Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).Demonstrated ability to manage basic bookkeeping and financial reporting tasks.Must possess excellent and professional interpersonal skills with the ability to communicate both verbally and in writing.Strong verbal and written communication skills required.Creative thinker who is comfortable juggling multiple tasks/ projects and conflicting priorities.Exceptional organizational skills and attention to detail with an emphasis on accuracy and quality.Experience in non-profit and/or development a plus.Benefits
Medical InsuranceDental InsuranceVision InsuranceFSA- Flexible Spending AccountHSA – Health Savings Account$1k Employer HSA annual contributionLife Insurance – Employer paid- 1.5x annual payPaid Family Leave3-Weeks Paid Vacation annually401k Safe Harbor Plan (after 60 days)10 paid HolidaysEmployee DiscountsWork Anniversary Milestones- Employee Bonus -1 year/5 year/15 year/20 year/25 yearIt is the policy of HUGS Foundation Inc, to provide equal employment opportunities without regard to race, color, religion, sex, nation origin, age, disability, marital status, sexual orientation, genetic information, or any other protected characteristic under applicable law.
Read LessPosition Summary:
Longevita Medical is seeking a Medical Receptionist to provide a welcoming experience to our patients, prospective patients and visitors. This dynamic individual will hold a key role in our fast-paced, prominent organization, while maintaining strict confidentiality. This position will also work closely with the Spa Manager for the purpose of optimizing appointment efficiencies, resolving practice issues and collecting/maintaining accurate practice data.
Qualifications:
Associates Degree is preferred; High School Diploma is requiredExcellent phone and interpersonal skillsExceptional computer skillsProficient in Microsoft Word and Excel Ability to multitaskOrganized and efficientAble to handle a fast-paced, changing environmentDuties and Responsibilities:
Greet clients and other visitors, in person or over the phone, with a friendly and helpful demeanorResponsible for keeping the reception area and waiting room clean and organizedRegister new patients and update existing patient demographics using EMR; ensure data entry is accurate and currentFacilitate patient flow by notifying the provider of patient’s arrival, being aware of delays and communicating with patients and clinical staff Respond to patients, prospective patients and visitor inquiries in a courteous mannerProtect patient confidentiality by safeguarding Protected Health Information (PHI) Collect payment for co-pays/insurance and money for proceduresRun daily financial batch reportReconcile all superbills twice daily and run “No Show report” for clinical teamSchedule appointments of all types-consult, , minor procedures, injections and follow-up appointmentsUnderstand the acceptable templates for each provider and abide by those guidelinesConfirm client appointments for Physicians and Nurses Reschedule appointments as necessary, using sound judgment when moving patient to another day in regards to timeliness of appointment and the templateUpdate schedule throughout the day as changes occur and inform clinic staff if neededEffectively communicate practice offerings when responding to patient inquiries regarding services, health care professionals and fees (via phone and in person)Ability to screen calls and direct to appropriate personnel; able to page with a clear and understandable voiceHandle special assignments and word processing as required supporting other staffParticipate in evening seminars throughout the year and other marketing activitiesLocation and Work Schedule:
On-site in Victor, NYFull-time 40 hours per weekAll duties and responsibilities stated are essential job functions. Staff members may be required to perform additional job-related duties as assigned by management.
It is the policy of Vito C. Quatela, Victor Medical, PLLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
Facility Name: Rhino Administrative Services, LLC
Department/Unit/Area: Quatela Center for Plastic Surgery and Q the Medical Spa
Reports to: Facilities Manager
Job Summary: Under the supervision of the Facilities Manager, perform a variety of cleaning duties in all areas of the practice and spa environment to provide a clean, safe environment for patients, visitors, and personnel. Performs other duties as described.
Primary Responsibilities:
Support the Core Values of the organization.Follow established protocols to maintain a clean, safe environment for patients, personnel, and visitors.Follow established protocols for cleaning and disinfecting all areas of the practice and spa (e.g., patient and visitor waiting areas, patient treatment rooms, storage areas, utility rooms, hallways, bathrooms, kitchen break rooms, elevators, lobbies, meeting rooms, and offices).Follow established protocols for routine and enhanced environmental cleaning in medical practice and spa areas.Follow established protocols for preparing, using, and disposing of cleaning chemicals.Clean and disinfect assigned areas, including furnishings and equipment.Clean, disinfect, and stock bathrooms in patient and public areas as assigned.Stock procedure and treatment rooms with paper goods and hygiene products.Discard trash following facility-specific protocols.Education/Licensure/Certification — Preferred:
High school graduate or equivalentQualifications
Required:
Ability to read, write, and verbally communicate in EnglishPreferred:
Recent environmental services experience in a healthcare settingCertificate of completion of hospital education program that included hand hygiene, infection prevention principles, first aid, body mechanics, and equipment handlingBasic computer skillsBasic Life Support (BLS) certificationWorking Conditions/Physical Requirements:
Physically demanding, high-stress environmentExposure to blood and body fluids, communicable diseases, chemicals, and repetitive motionsFull range of body motion including equipment movingManual and finger dexterityHand and eye coordinationSitting, standing, and walking for extensive periods of timeLifting, carrying, and transporting heavy itemsCorrected vision and hearing to within normal rangeTravel Requirement: None
This job description is intended to describe essential job functions used to assess the performance of an employee and is not intended to be an all-inclusive statement of job responsibilities.
Job Type: Part-time, 20-hours
Schedule: Morning and evening shifts available; specific hours will be discussed during interview.
Classification: Non-exempt
Benefits: Healthcare, dental, vision; 401k; life insurance; paid holidays; vacation and sick time.
It is the policy of Rhino Administrative Services, LLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.
Read LessPosition Summary
Facilitate the day-to-day billing function for physician, facility, and anesthesia services. Communicate courteously and effectively with staff, patients, insurance providers, software representatives, and others as required. This role plays a key part in assuring reimbursements are timely and accurate while supporting efficient financial and administrative operations.
Qualifications
High school diploma required; Associate degree preferredMinimum 3+ years of hands-on billing experienceBasic knowledge of ICD-10/CPT coding preferredProficient in Microsoft Office applicationsExperience with Open PM, 4D, and/or SIS preferredStrong problem-solving and analytical skillsAbility to communicate professionally and effectively verbally and in writingAbility to interact with employees, vendors, patients, and insurance representatives in a professional mannerAbility to work independently and collaboratively in a fast-paced, high-volume environment with emphasis on accuracy and timelinessAbility to perform mathematical computations such as percentages and fractionsDuties and Responsibilities
Billing & Insurance Functions
Verify insurance eligibility and benefits for future appointments for functional servicesReview copays and update schedules to assist front desk collection effortsObtain referrals and prior authorizations required for office visits, outpatient procedures, and radiology servicesPrepare estimates of patient out-of-pocket costs based on procedures and insurance benefitsEnter new procedures and surgeries into EMR systems and update fees annually according to BCBS fee schedule changes or management directionSubmit electronic and paper insurance claims accurately and timelyInvestigate and reconcile insurance claim denialsPost cosmetic payments, patient copays, and insurance payments in Open PM, 4D, and SIS systemsPrepare, distribute, and follow up on patient billing statementsIdentify and resolve patient billing concerns and complaintsPerform collection activities including contacting patients, correcting and resubmitting claims, and preparing accounts for collection agency processingProcess all patient credit card refund requestsEnsure cosmetic surgeries are paid in full one week prior to surgery and communicate balances to patient consultantsCommunicate with providers to clarify medical record documentation for accurate coding and billing purposesAdministrative Responsibilities
Assist with Surgery Center schedulingPerform general office duties including copying, scanning, faxing, and filingMaintain prompt and regular attendanceSupport departmental operations and complete additional duties as assigned by managementPhysical Setting
Office environment
Physical Demands
Prolonged periods of sittingOccasional standing and walkingAbility to lift and carry items up to 25 poundsTravel Requirements
None
Benefits
Medical InsuranceDental InsuranceVision InsuranceFSA – Flexible Spending AccountHSA – Health Savings AccountLife InsurancePaid Time Off and HolidaysEmployee DiscountsAdditional employee benefit programs as applicableNote: All duties and responsibilities stated are essential job functions. Employees may be required to perform additional job-related duties as assigned by management.
It is the policy of Rhino Administrative Services, LLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.
Read LessPosition Summary:
The Quatela Center for Plastic Surgery is seeking a Medical Receptionist to provide a welcoming experience to our patients, prospective patients and visitors. This dynamic individual will hold a key role in our fast-paced, prominent organization, while maintaining strict confidentiality. This position will also work closely with the Practice Administrator, Clinic Manager and Clinic Team for the purpose of optimizing appointment efficiencies, resolving practice issues and collecting/maintaining accurate practice data.
Qualifications:
Associates Degree is preferred; High School Diploma is requiredExcellent phone and interpersonal skillsExceptional computer skillsProficient in Microsoft Word and ExcelAbility to multitaskOrganized and efficientAble to handle a fast-paced, changing environmentDuties and Responsibilities:
Greet clients and other visitors, in person or over the phone, with a friendly and helpful demeanorResponsible for keeping the reception area and waiting room clean and organizedRegister new patients and update existing patient demographics using Nextech; ensure data entry is accurate and currentFacilitate patient flow by notifying the provider of patient’s arrival, being aware of delays and communicating with patients and clinical staffRespond to patients, prospective patients and visitor inquiries in a courteous mannerProtect patient confidentiality by safeguarding Protected Health Information (PHI)Collect payment for co-pays/insurance and money for cosmetic proceduresRun daily financial batch reportReconcile all superbills twice daily and run “No Show report” for clinical teamSchedule appointments of all types-consult, pre-operative, post-operative, minor procedures, injections and follow-up appointmentsUnderstand the acceptable templates for each provider and abide by those guidelinesConfirm client appointments for Physicians, Nurses and FellowReschedule appointments as necessary, using sound judgment when moving patient to another day in regards to timeliness of appointment and the templateUpdate schedule throughout the day as changes occur and inform clinic staff if neededEffectively communicate practice offerings when responding to patient inquiries regarding services, health care professionals and fees (via phone and in person)Ability to screen calls and direct to appropriate personnel; able to page with a clear and understandable voiceHandle special assignments and word processing as required supporting other staffParticipate in evening seminars throughout the year and other marketing activitiesWorking Schedule
Standard working hours of Monday-Friday 8:30am-5pmBenefits
Medical InsuranceDental InsuranceVision InsuranceFSA - Flexible Spending AccountHSA - Health Savings AccountLife Insurance - Employer paid - 1.5x annual payPaid Family Leave3-weeks Paid Vacation annually401k Safe Harbor Plan (after 60 days)10 Paid HolidaysEmployee DiscountsWork Anniversary Milestones - Employee Bonus - 1 year/5 year/10 year/15 year/20 year/ 25 yearAll duties and responsibilities stated are essential job functions. Staff members may be required to perform additional job-related duties as assigned by management.
It is the policy of Vito Quatela, MD, PLLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
Read Less