Administrative Assistant

Born in 1993, Excelsia Injury Care’s mission is to restore quality of life through patient-centric care and support for those injured in motor vehicle or work-related accidents. With over 100 patient care centers across the Mid-Atlantic, Midwest, and Mountain West regions, our vision is to be the leading provider of injury care, setting the standard for excellence in every community we serve and expanding access to high-quality care nationwide.

At Excelsia, we deliver the full continuum of outpatient care within one seamless, connected system. Our diverse team of medical specialists offers a wide range of treatment services, covering medical, orthopedics, neurology, rehabilitation, diagnostic, and surgical. We are committed to supporting patients through personalized support, detailed documentation, and outcome-oriented care coordination to make the recovery process easier. With Excelsia, patients are never far from the care they need—with the compassion they deserve.

Founded on the values of respect and trustworthiness, we are committed to delivering services that adhere to the highest legal, regulatory, and ethical standards. As responsible corporate citizens, we integrate environmental, social, and governance (ESG) considerations into our business practices, ensuring that we positively impact the healthcare companies we serve, our employees, and the communities we reach.

Job Duties

Daily UKG punches review

• Get notified of call outs or an employee running late
• Call outs/ PTO list – emailed daily
• Add missing punches
• Review and approved time off requests
• Approves time cards at the end of each week/ Final review before going to admin

Treating office supply requests

• Business cards
• Rx pads
• Stickers – (Year, Letters, Allergy, Minor etc.…)
• Envelopes
• Labels
• PPE Supplies
• Refund Requests
• Review request, note accounts, make sure money is in unapplied and send to accounting on Tuesday
• Post charges and prepare checks to go out in mail on Friday. Checks are received on Thursday or Friday.
• Get all copies and day sheet to scanning

Posting of bankruptcies 

• Review account and note bankruptcy status
• Notify billing team lead if a collection account
• File notice and work in daily work

Collection company statements

• Review attorney statements to find account (Live or Rundown)
• Post charges to the correct Patient account
• Run day sheet to make sure all totals match
• Send copy of statement to accounting for billing
• Send all info to scanning

Credit Card Payment processing

• Back up credit card processing
• Void transaction if needed by treating offices
• Research old CC payments upon request

Coordinating Office Needs with:

• Merritt properties
• Canton cleaners
• Waste management
• Aramark (coffee)
• Shredding company
• Neopost
• Vending machines
• Toners

BSO Office supplies

• Placing orders with Acme, WB Mason, Performa
• Aramark (coffee)
• Toners for all printers and faxes at BSO and coordinating with IT
• Stickers, envelopes, paper, daily supplies
• Send all packing slips to admin (keep copy for myself)

Assisting Managers

• Special projects
• Petty cash
• Party/luncheon events
• BSO Meetings (breakfast)
• Opening mail (when large amounts come in)
• Running postage for mail as back up
• Running errands occasionally as needed (ex: bank, shoppers)

Minimum Requirements

• High school diploma or GED equivalent

Additional Skills/Competencies

• Strong verbal and written communication
• Ability to utilize multi-line phones and carry out basic computer tasks
• Ability to form interpersonal relationships (i.e. establish rapport with others)
• Ability to manage time effectively by setting priorities

Physical/Mental Requirements

Sitting, standing, walking, reaching above shoulder length, working with body bent over at waist, working in kneeling position, climbing stairs, climbing ladders, working with arms extended at shoulder length, lifting maximum of 20 lbs.

Excelsia Injury Care is an equal opportunity employer. We commit to a policy of nondiscrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religion, creed, gender, pregnancy or related medical conditions, age, national origin or ancestry, physical or mental disability, genetic predisposition, marital, civil union or partnership status, sexual orientation, gender identity, or any other consideration protected by federal, state or local laws.