Program Assistant (Healthcare)

Hawaii Independent Physicians Association (Hawaii IPA) is Hawaii’s largest association of independent physicians.
Its vision is to preserve independent practice by creating an engaged, connected health community that empowers our physicians and their patients.
In addition to advocating for the best interests of its members, Hawaii IPA provides operational leadership for its physician network in the planning and implementation of value-based programs aimed at reducing cost, improving quality of care, and enhancing patient and clinician experience.
The Maui Administrative Program Assistant, under the direction of the Program Coordinator, will provide administrative support for the Maui-based Hawaii IPA Office, Referral Hub, Visiting Physicians/Specialty Clinic, and value-based programs.
Responsibilities will include but not be limited to developing and following workflows, creating documentation and standard operating procedures, developing and managing reports, and troubleshooting day-to-day issues.
This position will also provide front desk support for Hawaii IPA’s Maui Specialty Clinic, a clinic rented by visiting specialists to see patients on Maui with an aim of increasing access to care on Maui.
*Role and Responsibilities* · Carry out administrative duties including but not limited to filing, typing, copying, scanning, faxing, receiving, answering and directing phone calls, sorting mail, coordinating meetings, completing expense reports, and developing and updating administrative systems.
· Maintain office inventory and equipment by checking stock, anticipating supply needs, and placing orders.
· Perform data entry, data collection, and content creation for various projects, including but not limited to Referral Hub reporting, care gap management campaigns and database maintenance.
· With support of the Program Coordinator, manage the Maui Referral Hub by coordinating incoming referrals, tracking and maintaining referral statuses and proactively communicating with patients and providers.
· Under the direction of leadership, provide administrative support for clinical and non-clinical programs, including but not limited to coordinating with physicians and office staff, implementing and documenting policies and procedures, tracking financial and program data, and managing tasks.
· Effectively assist in the scheduling and preparation of meetings and projects, including tasks such as creating minutes, drafting slides and developing workflow documentation.
· Develop and manage reports to accurately communicate program status, risks, and opportunities and to proactively address barriers or escalate issues to leadership when appropriate.
· Support Hawaii IPA’s visiting physicians/specialty clinic, including but not limited to coordinating with physicians and their staff, providing instructions regarding equipment, making copies of patient documents, answering general inquiries, maintaining patient rosters and clinic schedules, developing workflows, sending invoice reminders, and maintaining office protocols, policies and procedures.
· Protect patients’ rights by maintaining confidentiality of medical, personal, and financial information.
· Provide periodic front desk support, including but not limited to welcoming patients, checking patients in, or receiving and documenting patient questions or concerns as needed.
· Other duties and projects as assigned.
*Education and Experience Requirements* · At least 2 years administrative experience in a healthcare environment · Valid driver’s license and access to reliable transportation *Required Skills* · Strong ability to multi-task in a dynamic environment.
· Excellent interpersonal skills, including the ability to listen and communicate pleasantly, professionally and effectively with physicians, patients, and coworkers both verbally and in writing.
· Able and willing to establish meaningful working relationships with internal and external colleagues, focusing on continuous improvement.
· Ability to make independent decisions and represent Hawaii IPA’s mission, vision and values · Ability and willingness to self-motivate, to prioritize and change processes to improve effectiveness and efficiency and adapt in a dynamic environment.
· Excellent problem-solving skills with the ability to think critically to address issues in a timely manner and escalate to leadership for support and feedback as needed.
· Ability to develop quality reports under tight deadlines.
· Strong ability to take initiative and effectively complete assignments independently and within a team.
· Strong computer literacy (Microsoft Office, etc.
) Experience using Electronic Medical Records preferred.
*Additional Notes* This job may require occasional local travel.
It may also require inter-island travel on an as needed basis and occasional evening meetings due to availability of physicians and other clinical practitioners.
Job Type: Full-time Pay: $30,000.
00 - $55,000.
00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Flexible spending account * Health insurance * Paid time off * Vision insurance Schedule: * 8 hour shift * Monday to Friday Supplemental pay types: * Bonus opportunities License/Certification: * Driver's License (Required) Shift availability: * Day Shift (Required) Work Location: In person