Sutter Health Administrative Assistant- Nutrition & Diabetes Services-Mountain View in Mountain View, California

Under general supervision and according to established policies and procedures, performs a variety of administrative duties such as scheduling and arriving patients, confirming orders for referrals, organizing classes, and editing dietitians schedules. Uses discretion and judgment when communicating with patients and community members; maintains confidentiality. Plans and organizes workload, ensuring that established priorities are met. Provides support to the manager of the department and all the dietitians at all locations of PAMF.

  • Greets patients and others entering the dept. in a courteous, pleasant, and professional manner.

  • Responds to telephone calls, and PAMF-online appt. messages in a prompt, courteous manner, using discretion and good judgment.

  • Schedules, cancels, reschedules and confirms patient appointments for department providers for classes and individual appointments according to protocol and procedures in an accurate, timely and professional manner. (Review physician orders, confirm diagnosis, and determine type of appt. needed and with which provider. Mail/email appropriate questionnaires to patients for certain programs. Discusses fees and insurance information on coverage of services. Update/confirm patient demographics in EPIC including contact information, address, date of birth and billing information. Document in EPIC telephone encounters any pertinent patient communications.)

  • Order, stock, and organizes department supplies ensuring adequate supplies are available including office supplies and patient educational materials.

  • Meets with the dietitian providers regularly to ensure support in assisting them and the department.

  • Provides copying support for nutritional materials for all classes and individual appointments.

  • Creates, edits, and maintains provider’s schedules in EPIC. Reviews wait lists and referrals, and fills cancellation slots with patients waiting to get in. Maintains dietitians schedules at productivity standard.

  • Coordinates various classes. Schedules rooms for classes and meetings. Provides support and set up of AV equipment for all classes/programs, and meetings. Creates class list registration/confirmation letters for all class participants as appropriate.

  • Collects attendance sheets, class reviews, and associated forms, and facilitates attendance documentation in EPIC. Creates monthly calendar of all nutrition classes for distribution to PAMF Fremont & Dublin centers and available on the web site. Prepares and distributes flyers for all nutrition classes and programs.

  • Performs other administrative duties as assigned.


AA or Bachelor's degree with 2 years job related experience; or High School Diploma (or GED Certificate) with 5 years job related experience.


Knowledge of personal computers and software(MS Office, Outlook, Word, Excel, PowerPoint)

Knowledge of general office procedures

Ability to type 40 wpm

Excellent organization, communication, and clerical skills

Pleasant telephone manner

Ability to know when to use independent judgment when working on specific special projects

Ability to prioritized work and follow detailed instructions

Organization: *Palo Alto Medical Foundation

Title: Administrative Assistant- Nutrition & Diabetes Services-Mountain View

Location: California-Peninsula/South Bay and Santa Cruz-Mountain View

Requisition ID: PAMF-1714136

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state, or federal law, ordinance or regulation. External hires must pass a background check/drug screening. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state, and local laws, including but not limited to the San Francisco Fair Chance Ordinance.