Jean Medina
Prescott,AZ
Summary
Personable Office Administrator with 15+ years of experience prioritizing multiple tasks requiring prompt solutions. Talented problem-solver managing workloads while greeting visitors, answering incoming phone calls and fulfilling staff members' requests. Professional and welcoming in creating upbeat work environment.
Overview
15
15
years of professional experience
Work History
Office Administrator
DAWSON KNIVES, LLC
03.2023 - Current
- Processed invoices, payments, and incoming and outgoing mail
- Answered phone calls and managed inquiries from customers and vendors
- Ordered supplies as needed while adhering to budget constraints
- Maintained databases for tracking employee information, inventory control records and other organizational data
- Developed and implemented office procedures to improve efficiency and accuracy of administrative tasks
- Managed Monday board of ongoing tasks, required follow-ups, returns/exchanges, customer inquiries, etc
- Attending to walk-in customers
- Placing supply orders and managing corresponding Monday boards (Supply Request Board, Shop PO, CNC PO, Office PO)
- Following up on delayed/back-ordered supplies
- Inspecting production blade groups (incl. swords) and training shipping staff to do inspections
- Training and overseeing the shipping department
- Ensuring the shipping department ships promptly (within 2-3 business days from the order date) and regularly checking for outstanding orders past their shipping deadline
- Printing box labels for the shipping department
- Informing the Operations Manager of any custom orders that need to be scheduled for production
- Payroll assistance-incl
- Checking time-off requests are correct, overtime checks, punches; notifying managers of pending time-off requests in Easy Workforce
- Scheduling hiring interviews, printing and collecting new hire paperwork, ordering necessary PPE for new hire
- Typing up memos and standard operating procedures for departments as needed
- Tying swords/knives as needed
- Attending meetings & recording meeting minutes, uploading minute meetings to Google Drive, and cc-ing managers to the files
- Keeping up the calendar, including tracking birthdays, events, etc
- Interacted with customers by phone, email, or in-person to provide information.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
Business Manager / Executive Assistant to the CEO/COO
Paramount Recovery Center, LLC & Algamus Gambling Treatment
10.2021 - 02.2023
- Assists the executive leadership team with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings
- Communicates with the general staff on the CEO/COO, and CFO's behalf and coordinates logistics with high-level meetings both internally and externally
- Coordinates meetings and strategic activities with the SLT, and members of PRC staff
- Conducts research on the quality of internal services of PRC and identify and evaluate current needs and assembles materials needed for the proposals
- Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with stakeholders as needed
- Supports CEO, COO and CFO in his/her external commitments related to PRC, including service on external partnerships, committees, and other groups
- Processes PRC's memberships with other organizations.
Nursing Unit Coordinator
Medical Behavioral Hospital Northern Arizona
01.2021 - 10.2021
- Resolved customer complaints and answered customers' questions regarding policies and procedures
- Prepared thorough reports based on skilled compilation and distillation of related data
- Motivated employees to continuously grow knowledge and enhance abilities
- Covered daily office workloads through effective staffing and resource coordination
- Helped team manage high-volume work by prioritizing tasks and organizing supplies
- Contributed ideas for improving work processes
- Delivered exceptional guest relations by welcoming visitors warmly and offering immediate assistance
- Completed all tasks promptly and with minimal oversight
- Approached and solved work problems with initiative and sound judgement
- Anticipated and prevented problematic behaviors through regular observations and used skills to de-escalate growing conflicts
- Assisted with personal needs and ADL requirements such as feeding help and grooming support
- Helped control patients' behaviors and minimize negative effects by working closely with nurses and clinicians
- Supervised handling of patients' belongings, including documenting and collecting items at admission, managing storage, and returning each at discharge
- Entered, transcribed, recorded, stored, and maintained patient information in written or electronic forms
- Monitored patient conditions with 15-minute walking rounds
- Intervened in crisis situations, employing communication, de-escalation, and patient care strategies to resolve concerns
- Protected staff and patients by reporting unusual behaviors or ailments to staff
- Supported patients emotionally with positive communication and interactions
- Cared for patients with mental illnesses, developmental disabilities and emotional disturbance
- Developed solid relationships with staff, customers, and vendors
- Collaborated with team members to meet daily demands and handle challenging projects
- Explained all discharge instructions in clear, easy-to-understand terminology for patients and family members
- Responded to phone calls from family members and patients and answered questions regarding care plans
- Obtained signatures on discharge information from all required parties, including patient, physician, and guardians/MHPOA's
- Referred patients to community resources to assist in recovery from mental or physical illness and to provide access to services such as financial assistance, legal aid, and job placement
- Protected company and customer data by following information policies
- Updated office files daily and kept records organized
- Protected sensitive and confidential business information from unauthorized access or loss
- Handled routine responses, responding to telephone and email inquiries on behalf of executives
- Managed emergencies smoothly, coordinating resources and timely responses to resolve situations
- Answered phone calls and directed calls to appropriate parties
- Assisted CEO in many projects and tasks
- Assisted social work team, billing, nursing, and techs.
- Coordinated seamless discharge planning processes for patients transitioning from hospital care to home or rehabilitation facilities.
- Mentored junior nursing staff in areas such as time management, clinical skills, and patient-centered care.
- Fostered a supportive environment for patients and their families by acting as an empathetic liaison between healthcare providers and loved ones.
- Supported quality improvement initiatives through consistent monitoring of key performance indicators within the unit.
- Provided exceptional support to families during the admission process, addressing concerns and providing necessary information.
- Onboarded new employees through orientation meetings and training sessions before deployment to different departments.
Dental Front Office Receptionist
Frontier village dental Care
11.2020 - 01.2021
- Reached out to existing patients to remind of appointments and about overdue appointments for routine cleanings
- Assisted with resolving authorization and payment problems with patients' insurance providers
- Improved patient compliance with rules by maintaining friendly attitude and calm demeanor in challenging situations
- Answered phones and greeted guests at Frontier Village Dental Care dental practice
- Minimized infection risks by sanitizing desk, waiting area, and bathrooms every day
- Created and updated patients' files in Carestream winOMS EMR systems
- Helped practice maintain current books by promptly collecting payments
- Met bookkeeping needs by tracking aging balances, pursuing collections, and sending statements
- Greeted visitors and communicated to assess needs and provide direction
- Checked patients in and out of appointments
- Managed registration desk by answering telephones and greeting incoming patients
- Transmitted medical records and correspondence on behalf of patients and practitioners
- Completed insurance claim forms or other required paperwork
- Scheduled patient appointments in EMR system
- Scheduled tests and procedures for patients, including x-rays and lab work
- Supported dentists and hygienists with expert chair-side clinical assistance
- Kept records updated and accurate with current patient information
- Prepared patients sterilized and disinfected instruments, set-up instrument trays, and prepared materials.
- Minimized missed appointments through consistent reminder calls or emails to confirm upcoming visits or reschedule if necessary.
- Prepared insurance claim forms, explained benefits, and outlined pricing details for procedures and services.
Oral surgery office manager
Oral and Facial Surgery Center of Prescott
04.2019 - 10.2020
- Directed team of 2 administrative & 2 clinical professionals to meet team needs in fast-paced environment
- Updated employee paperwork and records
- Elevated customer satisfaction ratings by resolving client and case issues efficiently
- Managed scheduling and managed timely and effective allocation of resources and calendars
- Managed daily operations within the office by supporting continuous delivery of excellent services and care
- Managed office inventory and placed new supply orders
- Collaborated closely with Staff and Doctor to effectively smooth and improve office operations
- Solicited vendor quotes to determine optimal material purchase pricing
- Streamlined back office services for clients to promote proper functionality and positive user experience
- Supported office needs including taking messages, scanning documents and routing business correspondence
- Trained and mentored administrative staff members in company policies, daily task execution and industry best practices
- Ran statements each month to review outstanding balances and identify accounts in need of collection processing
- Accessed patient information through variety of office software applications, maintaining strict confidentiality to remain compliant with HIPAA regulations
- Utilized customer service skills and detailed system knowledge to support hospital and clinic operations
- Met with patients and their families to discuss medical procedures, medications, treatments and continuing care plans
- Coordinated between patients and healthcare professionals to meet patient needs
- Checked daily doctor schedules and verified insurance
- Scheduled patient appointment and procedures with Carestream winOMS
- Demonstrated self-reliance by meeting and exceeding workflow needs
- Improved operations by working with team members and customers to find workable solutions
- Perform general office duties and other duties as required
- Helping my staff when in need, and covering staff when out and on lunches
- Created agendas and communication materials for team meetings
- Implemented staff scheduling procedures to provide full coverage, supporting organizational needs
- Responded to patient queries and concerns to resolve issues in accordance with company policies and procedures, healthcare regulations and dental board standards
- Organized incoming mail, distributed, and sent all EOB's/ Insurance payments to the eAssist Billing department
- Ran Office Aging numbers and distribute reports to the Accountant
- Protected organizational information with effective safety and security procedures for digital and physical files
- Completed advanced clerical tasks, including account reconciliation and document management
- Improved employee performance by coordinating workflow and implementing performance incentives
- Supervised administrative staff, coordinating all hiring, training, and performance management
- Enhanced administrative staff knowledge with development of new operational and training manuals
- Supervised front office activities, including accounts payable and receivable, reception, mail management, and surgery assistance
- Controlled office supplies, including placing new orders, monitoring usage, and coordinating regular restocking
- Oversaw financial, operational, and administrative business processes in 6-person office
- Resolved employee performance problems by tracking down root causes and retraining or offering guidance through difficult situations
- Fielded numerous daily questions from administrative staff, customers, and vendors
- Empowered employees to independently resolve problems and disputes
- Covered daily office workloads through effective staffing and resource coordination
- Resolved customer complaints and answered customers' questions regarding policies and procedures
- Motivated employees to continuously grow knowledge and enhance abilities
- Prepared thorough reports based on skilled compilation and distillation of related data.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Explain the treatment plan, address patient concerns and answer any questions Assist the patient in prioritizing the treatment and establish a plan for scheduling and payment Build trust, and understand the patient's objectives Conduct financial consultations with all new patients and with existing patients when new treatment plans are presented.
- Manage and maintain the payment options and policies for patients to uphold the practice's financial integrity.
- Understand the practice's policy on working with dental benefit plans and be prepared to educate patients on their dental benefits.
- Bill dental insurance, post payments, and claim estimations as required.
- Oversee and track dental benefit plan accounts receivable and follow-up on claims regularly to ensure timely payment.
- Communicate with all outside and third-party financing companies offered to patients and educate patients on the available outside financing options.
- Track patient accounts receivable and outstanding balances to ensure timely payment
Transportation Coordinator/ Office Manager
West Yavapai Guidance Clinic
10.2012 - 04.2019
- Overseeing and scheduling the day to day activities of transportation employees
- Frequent communication with Management team regarding status and logistics of patient pick-ups/ drop-offs to ensure quality service is provided to our customers
- Assist management team in the supervision of transportation personnel
- Ensure all patient pick-ups/ drop-offs are completed efficiently, specific customer requests or concerns are communicated to all transportation employees
- Support Dispatcher in their duties of dispatching vehicles to meet customer requirements
- Document and communicate any routing delays
- Communicate with drivers on approximate delivery times when customers call for updates
- Provide updates to Transportation team on pick-up/drop-off inquiries and changes
- Function as a liaison between driver associates and Transportation management team
- Advise Transportation Manager and Supervisor of all issues
- Attend and participate in Safety meetings
- Ensure adherence to all security and operational procedures
- Verified driver compliance with safety standards and road regulations and stepped in to correct deficiencies
- Resolved problems proactively by staying in constant communication with drivers
- Tracked driver mileage, vehicle expenses, and medical transport issues.
- Coordinated driver dispatch to accomplish daily delivery requirements.
- Managed and motivated employees to be productive and engaged in work.
- Accomplished multiple tasks within established timeframes.
- Maintained professional, organized, and safe environment for employees and patrons.
- Enhanced customer satisfaction by resolving disputes promptly, maintaining open lines of communication, and ensuring high-quality service delivery.
- Resolved staff member conflicts, actively listening to concerns and finding appropriate middle ground.
- Maximized performance by monitoring daily activities and mentoring team members.
- Cross-trained existing employees to maximize team agility and performance.
- Monitored financial transactions at the front desk, ensuring accurate billing procedures and minimizing discrepancies.
- Created weekly schedules for front office staff members to ensure appropriate coverage during peak hours or high demand periods.
Admitting Clerk / Application Coach
Yavapai Regional Medical Center
02.2010 - 10.2012
- Open Out-Patient admitting Department
- Roll phones from night shift / Answer Phones/ Check Messages
- Register Patients/check them in
- Obtain insurance information
- Update demographics/Patient information
- Assist with POA/ Living will forms
- Assist Patients in need/ as much as I can
- Scan cards/medical Records
- Work on logs and reports, Prep Charts for next day
- Q/A's (checking work to make sure they are complete and accurate
- Scan in-coming faxes to computer, Fax notifications for status changes to insurance
- Help E.R
- And O.B
- Departments when needed
- Train fresh staff on Registration Processes/ and Opening Processes
- Maintained knowledge of community services and resources available to patients
- Improved quality of care with diligent attention to patient needs and delivery strategies
- Coordinated communication between patients, family members, and medical staff
- Help company train and teach staff process and procedures of new EMR system Cerner as an application coach.
- Verified patient details and insurance coverage and collected co-pays.
- Developed strong rapport with patients and family members, ensuring a compassionate and professional atmosphere during the admissions process.
Front Desk Clerk & Medical Records Clerk
Internal Medicine
03.2009 - 02.2010
- Maintained impeccable reservation records, resolving discrepancies with prompt and actionable solutions
- Classified patient information correctly for billing and medical staff
- Protected patient data through strict compliance with HIPAA requirements
- Gathered information from patients, processed registration paperwork, and collected payments
- Helped patients by telephone and in-person to resolve various billing and scheduling issues
- Created positive environment by maintaining neat lobby areas and greeting each person promptly
- Scheduled tests and procedures for patients, including x-rays and lab work
- Transmitted medical records and correspondence on behalf of patients and practitioners
- Managed registration desk by answering telephones and greeting incoming patients
- Updated patient medical records with direct intake information and transcribed practitioner messages.
- Handled guest complaints professionally, resolving issues quickly to maintain high levels of satisfaction.
- Greeted guests at front desk and engaged in pleasant conversations while managing check-in process.
Education
High School Diploma -
Primavera Online High School
Chandler, AZ05.2007
Skills
- Word Processing
- Billing oversight
- Human Resources
- Customer Engagement
- Office Supply Management
- Payroll Administration
- Database entry
- Bookkeeping
- Meeting Coordination
- Office Administration
- Customer Relationship Management (CRM)
- Verbal Communication
- Multitasking
- Problem Solving
- Written Communication
- Attention to Detail
- Customer Service
- Teamwork and Collaboration
References
- John Herman, DAWSON KNIVES, LLC, Owner And CEO Boss, (928) 848-2040, john@dawsonknives.com
- Sherry Woollen, Former Co-worker, (775) 513-9543, sherrywoollen@ymail.com
- Kika Davis, DAWSON KNIVES, LLC, Production Manager Supervisor, (636) 900-2806, info@dawsonknives.com
- Ryan Pienovi, Kindbridge, Therapist, Former Co-worker, (928) 848-9414, pienovi.ryan@gmail.com
- Marc Lefkowitz, Prescott House, Program Management, Former Co-worker, (949) 412-9322, marcsiphone@gmail.com
Timeline
Office Administrator
DAWSON KNIVES, LLC
03.2023 - Current
Business Manager / Executive Assistant to the CEO/COO
Paramount Recovery Center, LLC & Algamus Gambling Treatment
10.2021 - 02.2023
Nursing Unit Coordinator
Medical Behavioral Hospital Northern Arizona
01.2021 - 10.2021
Dental Front Office Receptionist
Frontier village dental Care
11.2020 - 01.2021
Oral surgery office manager
Oral and Facial Surgery Center of Prescott
04.2019 - 10.2020
Transportation Coordinator/ Office Manager
West Yavapai Guidance Clinic
10.2012 - 04.2019
Admitting Clerk / Application Coach
Yavapai Regional Medical Center
02.2010 - 10.2012
Front Desk Clerk & Medical Records Clerk
Internal Medicine
03.2009 - 02.2010
High School Diploma -
Primavera Online High School
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