Shannon Groff
Port Ludlow,WA
Summary
Dynamic and results-oriented professional with extensive experience at Jefferson Healthcare, excelling in executive support and schedule management. Leveraged interpersonal communication and meticulous attention to detail to enhance operational efficiency and support strategic initiatives. Proven track record in project management and process improvements, contributing to organizational success.
Overview
13
13
years of professional experience
Work History
Executive Assistant
Jefferson Healthcare
Port Townsend, WA
03.2023 - Current
- Provides support to various executives, including the CEO and Board of Commissioners, as well as the Chief Medical Officer, Chief Patient Safety & Quality Officer, and Chief Financial Officer.
- Implement planning strategies to ensure strategic projects stay on schedule with admin calendars
- Contributed to the formulation of policies and procedures related to office administration.
- Compiled reports, presentations, agendas, minutes, and other necessary documents for the executive team.
- Enhanced communication among different departments within the organization.
- Monitored and promptly responded to incoming emails.
- Offered administrative assistance in the preparation of contracts, invoices, purchase orders, and other essential documentation for daily operations.
- Organized and coordinated a complex schedule of appointments, meetings, and travel arrangements for the executive team.
- Ensured the integrity of company operations by safeguarding sensitive information and maintaining confidentiality.
- Managed executive communications by handling emails, letters, and other correspondence efficiently.
- Oversaw and monitored expenses to align with the company's budgetary constraints.
- Coordinated travel logistics to facilitate smooth and policy-compliant business trips for executives.
Emergency Management Coordinator
Jefferson Healthcare
Port Townsend, WA
03.2023 - Current
- Point of contact with stakeholders about emergency management rules and processes.
- Checked incident command documents for correctness before they were used in emergencies.
- Helped different agencies work together during emergencies or disasters.
- Assessed available resources for emergencies and suggested improvements when necessary.
- Led the creation of emergency response plans for various potential hazards.
Administrative Assistant
Jefferson Healthcare
Port Townsend, WA
04.2019 - 03.2023
- Organizes appointments and schedules for leader(s), keeping calendars up to date.
- Drafts various written communications, such as reports, contracts, policies, routine correspondence, and presentations.
- Manages travel arrangements, including flights, accommodations, and ground transportation. Processes travel reimbursements following policy.
- Inputs, retrieves, and prepare data for reports and presentations.
- Reviews financial statements and invoices for accuracy.
- Manages project workload efficiently.
- Organizes and maintains the flow of policies, procedures, correspondence, and files.
- Updates and maintains databases; conducts audits and studies as needed.
- Supports various initiatives, committees, teams, and programs as instructed.
- Ensures strict confidentiality of sensitive information.
- Collaborates with others to assist in programs, events, and special projects.
Care Team Support
Jefferson Healthcare Family Medicine
10.2017 - 03.2019
- Coordinate patient appointments, including scheduling and managing prescription requests.
- Adjust nurse and provider schedule templates as necessary.
- Oversee overall schedule management to ensure efficiency.
- Optimize scheduling by assessing delays, identifying openings, and reallocating resources from other clinics or cancellation lists.
- Ensure that messages are accurately categorized within the appropriate POD.
- Utilize MyChart for effective communication whenever possible.
- Assist patients in completing history questionnaires and index scanned documents.
- Manage recalls by notifying the POD to order labs, enabling Care Team Support to inform patients about upcoming lab requirements.
- Support the acquisition of medical records for patient appointments.
- Streamline processes to enhance patient care and appointment efficiency.
Referral Coordinator
Jefferson Healthcare Infusion Center / Oncology Clinic / Wound Clinic
10.2015 - 10.2017
- Securing insurance authorization for medications, office visits, and imaging
- Managing incoming and outgoing referrals
- Conducting confirmation calls for patients scheduled for the following day
- Compiling Cancer Conference List
- Monitoring nutrition screenings for patients and inputting data into database
- Identifying high-risk patients and notifying Financial Counselors for assistance with high deductibles
- Responding to incoming calls
- Discharging patients from exam rooms, scheduling external appointments and imaging as necessary, and offering food and beverages during treatment
Receptionist/Pod Support
Jefferson Healthcare Medical & Pediatric Group
09.2013 - 10.2015
- Greet patients and assist with check-in procedures
- Ensure patients have necessary documents for testing and schedule appointments at other locations
- Manage multiple phone lines and provide professional responses to inquiries
- Coordinate medication refill requests with nursing staff
- Organize electronic documents in patient charts and for provider review
- Confirm appointments for the following day
- Forward referrals to specialists with patient records and demographics
- Schedule follow-up appointments as needed
- Collect and document co-payments
- Update patient insurance and demographic information in the system
Receptionist
Jefferson Healthcare Internal Medicine & Walk-In Clinic
07.2012 - 09.2013
- Responsible for welcoming patients and checking them in for appointments
- Making sure patients checking out have all necessary documents for further testing if needed and scheduling appointments at other facilities
- Handle incoming calls on multiple phone lines and respond to queries in a warm and professional manner
- Sending medication refill requests to nursing staff Filing electronic documents to patient charts and to providers for review
- Confirming next-day appointments Forwarding referrals to the proper specialties along with patient records and demographics
- Scheduling follow-up appointments
- Collecting and recording co-payments
- Perform responsibilities of maintaining and updating patient insurance and demographic information in the system
- Abstracting patient's charts with allergy lists, medication lists, past surgeries, and problem list
Registration Clerk/Switchboard
Jefferson Healthcare
02.2012 - 07.2012
- Registering patient’s for outpatient labs and procedures
- Registration of labs drawn in clinics
- Maintaining and updating patient insurance and demographics
- Filing lab and x-ray orders alphabetically into files
- Answering multiple phone lines and transferring calls to correct departments
- Pre-loading surgery patient’s for smooth work flow
- Weekly registration report check of insurance information
- Sorting of all mail to the correct departments
- Watching security cameras to ensure patient and employee safety at all times
Medical Records
Jefferson Healthcare
11.2011 - 02.2012
- Collecting patient charts from the Emergency Room to re-file
- Creating new patient charts
- Collecting correct documents from providers to input into patients chart
- Alphabetically re-filing patients chart Inserting correct documents into the appropriate tab in the patients chart
- Pulling documents out of a chart for providers to review
Education
High School Diploma -
Chimacum High School
06.2011
Certification - Foundations of Project Management
University of Washington
Seattle, WA02-2024
Certification - Process Improvement: Green Belt
Six Sigma Global Institute
Online11-2024
Certification - Project Management
University of Washington
Seattle, WA01-2025
Skills
- Independent initiator
- Interpersonal Communication
- Executive Support
- Schedule Management
- Meeting planning
- Customer Service
- Presentation Development
- Database Management
- RPI member when planning for ESSB
- Certified in 10-key
- Project Management
- Process Improvements
- Task Delegation
- Document Preparation
- File Organization
- Expense Reporting
- Meticulous attention to detail
Computer Programs/Applications
- EPIC
- AMION
- Audacity
- Microsoft Office 365
- Asana
- Visio
References
References available upon request.
Timeline
Executive Assistant
Jefferson Healthcare
03.2023 - Current
Emergency Management Coordinator
Jefferson Healthcare
03.2023 - Current
Administrative Assistant
Jefferson Healthcare
04.2019 - 03.2023
Care Team Support
Jefferson Healthcare Family Medicine
10.2017 - 03.2019
Referral Coordinator
Jefferson Healthcare Infusion Center / Oncology Clinic / Wound Clinic
10.2015 - 10.2017
Receptionist/Pod Support
Jefferson Healthcare Medical & Pediatric Group
09.2013 - 10.2015
Receptionist
Jefferson Healthcare Internal Medicine & Walk-In Clinic
07.2012 - 09.2013
Registration Clerk/Switchboard
Jefferson Healthcare
02.2012 - 07.2012
Medical Records
Jefferson Healthcare
11.2011 - 02.2012
High School Diploma -
Chimacum High School
Certification - Foundations of Project Management
University of Washington
Certification - Project Management
University of Washington
Certification - Process Improvement: Green Belt
Six Sigma Global Institute
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