Summary
Overview
Work History
Education
Skills
Timeline
Generic

Mary Jane Dugan

Pearland,TX

Summary

Skilled Office Manager with comprehensive experience in overseeing daily office operations, implementing effective policies for better efficiency and coordinating administrative activities. Strengths include multi-tasking abilities, strong communication skills, and proficiency in managing diverse teams. Significant contributions made to previous roles include improving organization systems and effectively handling multiple tasks concurrently under pressure.

Overview

29
29
years of professional experience

Work History

Office Manager

HVAC Commercial Services Inc
Houston, TX
01.2021 - Current
  • Responded to customer inquiries via phone or email in a professional manner.
  • Performed general bookkeeping duties such as reconciling bank statements and creating journal entries.
  • Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
  • Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
  • Answered phone calls, responded to emails, routed mail and coordinated courier services.

Medical Assistant

UT Physicians
Bellaire, TX
03.2007 - 11.2020
  • Assisted physicians with patient care by taking vital signs, patient histories and preparing patients for examinations.
  • Performed basic laboratory tests such as urinalysis and blood glucose levels under direct supervision of a physician or registered nurse.
  • Provided assistance to medical staff in performing minor surgical procedures.
  • Organized patient charts before each day's clinic sessions began.
  • Answered phones, scheduled appointments and managed patient flow while greeting visitors in a professional manner.
  • Kept examination rooms clean, stocked with necessary supplies and prepared for incoming patients.
  • Administered injections, medications and treatments as directed by the physician.
  • Maintained accurate medical records through filing, charting, transcription and data entry into electronic health record system.
  • Interviewed and engaged patients to obtain medical history, chief complaints and vital signs.
  • Scheduled appointments for patients via phone and in person.
  • Measured vital signs and took medical histories to prepare patients for examination.
  • Incorporated outside records into charts and EHR.
  • Answered phones, scheduled appointments, greeted patients and ordered supplies.
  • Verified appointment times with patients, preparing charts, pre-admission and consent forms.

Receptionist/Referral Coordinator

Dr. Justina Taube, MD
Houston, TX
01.2002 - 10.2006
  • Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
  • Provided administrative support to staff members including typing letters, filing documents, and scanning and copying documents when necessary.
  • Greeted visitors and provided them with assistance.
  • Scheduled appointments for clients, customers, and other visitors.
  • Maintained an organized filing system of confidential client information in accordance with company policy.
  • Maintained accurate records of all referrals, including contact information and follow-up activities.
  • Communicated regularly with patients regarding their care plans following a referral.
  • Performed data entry related to referrals into electronic health record systems.
  • Conducted outreach to community providers for referrals and resources.
  • Scheduled patients according to availability, urgency and insurance authorization guidelines.

Receptionist/Referral Coordinator

Dr. Glenn Orsak, MD
Pearland, TX
02.2001 - 12.2001
  • Verified visitors' identification cards before allowing access to the building.
  • Ensured that all necessary forms were completed accurately prior to submitting them for processing.
  • Greeted visitors and provided them with assistance.
  • Provided excellent customer service at all times while interacting with both internal and external customers.
  • Scheduled appointments for clients, customers, and other visitors.
  • Managed all incoming mail distribution, courier services, faxes, and photocopying documents as requested.
  • Assisted in maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
  • Answered incoming calls, took messages, and transferred calls to appropriate departments or personnel.
  • Scheduled and confirmed appointments and meetings for management team.
  • Maintained confidentiality of information regarding clients and company.
  • Answered central telephone system and directed calls accordingly.
  • Resolved customer problems and complaints.
  • Maintained visitor log for entering and leaving facility for security purposes.
  • Handled cash transactions and maintained sales and payments records accurately.
  • Handled incoming and outgoing package deliveries, working with vendors to complete special requests and track missing packages.
  • Monitored and screened visitors to verify accessibility to inter-office personnel.
  • Collected and distributed messages to team members and managers to support open communication and high customer service.
  • Compiled information from files and research to satisfy information requests.
  • Sorted, received, and distributed mail correspondence between departments and personnel.
  • Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
  • Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
  • Balanced employee availability, customer schedules, and maximum load levels when scheduling appointments.
  • Tracked important information in [Software] spreadsheets and ran reports or generated graphs using data.
  • Routed incoming mail and messages to relevant personnel without delay.
  • Helped office staff prepare reports and presentations for internal or client-related use.
  • Scheduled office meetings and client appointments for staff teams.
  • Collected [Type] payments, processed transactions and updated relevant records.
  • Handled assignments independently with good judgement and critical thinking skills.
  • Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
  • Weighed patient need, provider availability, and insurance coverage to determine optimal scheduling.
  • Facilitated referrals to other healthcare providers and resources to bridge service gaps.
  • Attended continuing education courses to stay current on referral processes and best practices.
  • Responded to patient inquiries to offer timely updates regarding referral status.
  • Collaborated with store manager to maintain daily operations.
  • Conducted routine facility inspections, identifying areas needing improvement and eliminating hazards posed to staff and residents for continued compliance with associated regulations.
  • Removed trash and straightened counters to keep pharmacy area clean and neat.
  • Developed policies and procedures for effective pharmacy management.
  • Trained pharmacy interns and newly hired pharmacy technicians.
  • Monitored and inspected staff processes to eliminate hazards posed for both residents and staff while ensuring continuous compliance with regulations.
  • Communicated with patients, ensuring that medical information was kept private.
  • Ordered all pharmacy supplies and kept check on inventory levels.
  • Liaised with other healthcare professionals to develop comprehensive patient care plans and provide highest quality of care.
  • Established and maintained effective communication with staff, physicians and community organizations to promote high quality patient care.
  • Discussed medical histories with patients in effort to provide most effective medical advice.
  • Defined testing protocols, quality assurance initiatives and clinic policies and procedures.
  • Successfully negotiated client contract renewals to create increased revenue.
  • Created customized care plans, working with hospital staff and families to assess and meet individual needs.
  • Spearheaded and implemented new projects to expand scope of engagement.
  • Developed and updated policies and procedures, maintaining compliance with guidelines relating to HIPAA, benefits administration and general liability.
  • Designed and introduced leadership development, coaching and team management model, resulting in promotion of employees into increased levels of responsibility.
  • Recruited, hired and trained all staff, providing direct supervision, ongoing staff development and continuing education to employees.
  • Implemented successful healthcare program through professionalism, quality of care, medical teaching and patient satisfaction.

Orthodontic Assistant

Southern Dental
Houston, TX
01.1998 - 04.2001
  • Performed chairside duties including preparation of trays and passing instruments to the doctor during procedures.
  • Prepared patients for dental radiographs and photographs.
  • Assisted orthodontist in clinical activities such as taking impressions, fitting bands, and placing arch wires.
  • Assisted with laboratory procedures such as pouring models, trimming appliances, fabricating retainers.
  • Maintained sterilization of instruments according to OSHA standards.
  • Cleaned and maintained equipment after each use in accordance with safety protocols.
  • Provided chairside assistance by handing Orthodontists instruments during surgeries and procedures.
  • Instructed patients on how to properly use orthodontic appliances such as headgear or elastics.
  • Took preliminary impressions of patient teeth to prepare for custom impressions and fabrication of permanent dental work.
  • Attached wiring for braces and advised patient on how to properly and gently brush and floss.
  • Made impressions of teeth for mouth guards and other oral fixtures.
  • Educated patients on techniques to optimize oral hygiene, control plaque and protect teeth and gums.
  • Maintained patient comfort during dental procedures.
  • Sterilized and disinfected instruments and equipment after each patient use.
  • Assisted orthodontist in selecting, preparing, and placing orthodontic appliances.

Dental Assistant

Dr. Jeffrey Schultz, DDS
Houston, TX
02.1996 - 01.1998
  • Prepared dental materials such as amalgam, composite resin, impression material and cements for use by the dentist.
  • Took digital X-rays of teeth using radiographic equipment.
  • Provided chair-side assistance during dental procedures, including passing instruments to the dentist and holding suction devices.
  • Assisted in laboratory procedures such as mixing impression materials or pouring casts from impressions taken by dentists.
  • Provided support services such as stocking rooms with supplies, cleaning trays and changing linens between patients.
  • Ordered supplies necessary for daily operations of the practice.
  • Maintained a neat, clean and organized environment throughout the office.
  • Laid out dental instruments and equipment before procedures.
  • Educated patients on treatment procedures and post-procedure home care.
  • Sanitized equipment, cleaned treatment rooms and restocked supplies after each patient's treatment to maintain cleanliness and prepare for next patient.
  • Performed basic laboratory tasks, such as pouring impressions and trimming models.
  • Utilized automated washers to sterilize instruments and prevent cross-infection between patients.
  • Maintained dental supply inventory by checking stock to determine inventory levels and placing and expediting orders for supplies.

Education

Medical Assistant - Medical Assistant

Texas School of Business
Houston, TX
05-2008

GED -

Pearland High School
Pearland, TX
11-2006

Business Management/Paralegal - Business Management/Paralegal

Stratford Career Institute
Online

Skills

  • Customer service
  • Data entry
  • Appointment scheduling
  • Communication skills
  • Document organization
  • Organizational skills
  • Problem solving
  • Scheduling coordination
  • Clerical support
  • Scheduling
  • Patient scheduling
  • Insurance verification
  • Medical terminology
  • Conflict resolution
  • Medical scheduling
  • Referral tracking
  • Multi-line phone proficiency
  • Referring physician communication
  • Follow-up coordination
  • Pre-authorizations
  • Multi-line telephone operation
  • Appointment reminders
  • HIPAA regulations
  • HIPAA compliance
  • Medical records management

Timeline

Office Manager

HVAC Commercial Services Inc
01.2021 - Current

Medical Assistant

UT Physicians
03.2007 - 11.2020

Receptionist/Referral Coordinator

Dr. Justina Taube, MD
01.2002 - 10.2006

Receptionist/Referral Coordinator

Dr. Glenn Orsak, MD
02.2001 - 12.2001

Orthodontic Assistant

Southern Dental
01.1998 - 04.2001

Dental Assistant

Dr. Jeffrey Schultz, DDS
02.1996 - 01.1998

Medical Assistant - Medical Assistant

Texas School of Business

GED -

Pearland High School

Business Management/Paralegal - Business Management/Paralegal

Stratford Career Institute

Similar Profiles

  • Dominic Andrade

    Dominic AndradeDominic Andrade

    HVAC Helper at HVAC Commercial Services IncHVAC Helper at HVAC Commercial Services Inc

  • ANGELA MARTINEZ

    ANGELA MARTINEZANGELA MARTINEZ

    Service Dispatcher at Coolsys Commercial Refrigeration & Hvac Inc.Service Dispatcher at Coolsys Commercial Refrigeration & Hvac Inc.

  • David Moore

    David MooreDavid Moore

    Lead Commercial HVAC Installer at Commercial Express HVACLead Commercial HVAC Installer at Commercial Express HVAC

  • Jimmy Dick

    Jimmy DickJimmy Dick

    Senior Consultant at beForteSenior Consultant at beForte

  • Ashanti Jones

    Ashanti JonesAshanti Jones

    LVN – OB/GYN and Pediatric Setting at University of Texas Medical BranchLVN – OB/GYN and Pediatric Setting at University of Texas Medical Branch

CREATE PROFILE
Mary Jane Dugan