Annamaria Conwell
Crawfordsville
Summary
Experienced with managing administrative functions and supporting departmental needs. Utilizes excellent organizational and communication skills to streamline operations and improve efficiency. Strong understanding of scheduling, record-keeping, and coordinating team efforts.
Overview
10
10
years of professional experience
Work History
Department Secretary
American Legion Auxiliary Dept of IN
02.2018 - 02.2025
- Maintained a professional office environment through effective organization, inventory management, and supply ordering processes.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Enhanced interdepartmental communication by scheduling and coordinating meetings, conferences, and events.
- Handled sensitive information with discretion while maintaining strict confidentiality standards as outlined in company policies and legal regulations.
- Received, sorted, and distributed correspondence to staff members.
- Assisted in the development of departmental procedures, maintaining an organized and up-to-date knowledge base for easy reference by team members.
- Responded to inquiries from callers seeking information.
- Assisted in budget development by tracking expenses, processing invoices, and monitoring spending trends within the department.
- Supported department management in decision-making processes by compiling and presenting accurate data reports.
- Increased document accessibility by creating a centralized digital repository for critical files and information relevant to the entire department.
- Organized travel arrangements for department staff, resulting in cost savings and seamless itineraries for out-of-town engagements.
- Facilitated smooth onboarding for new hires by preparing orientation materials and providing comprehensive administrative assistance during their transition.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Kept reception area clean and neat to give visitors positive first impression.
- Completed accounting functions such as payroll and expense tracking.
- Drafted professional memos, letters, and marketing copy to support business objectives and growth.
- Managed reception area, answered telephone calls and received packages.
- Prepared and proofread documentation, spreadsheets, and presentations for department use.
- Ensured compliance with company policies through diligent maintenance of employee records, including time off requests, performance evaluations, and training documentation.
- Managed complex calendars for multiple department leaders, ensuring timely attendance at important meetings and events.
- Promoted a positive work atmosphere by consistently exhibiting professionalism and providing support to colleagues when needed.
- Maintained digital and physical filing systems.
- Streamlined office operations by implementing efficient filing and record-keeping systems.
- Reduced errors in external communications by proofreading correspondence before distribution to clients or partners.
- Coordinated training sessions, workshops, or seminars for staff to ensure continuous professional growth and skill development within the department.
- Contributed to successful project execution by providing essential logistical support to team members throughout project phases.
- Demonstrated adaptability during times of change or increased workload by managing shifting priorities without sacrificing the quality of work produced.
- Collaborated effectively with other departments to address shared challenges or concerns that impacted broader organizational goals or objectives.
- Elevated overall customer satisfaction levels through prompt response times when addressing inquiries from both internal colleagues and external stakeholders alike.
- Improved overall office efficiency with the introduction of updated technology and software programs.
- Assisted coworkers and staff members with special tasks on daily basis.
- Volunteered to help with special projects of varying degrees of complexity.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Managed filing system, entered data and completed other clerical tasks.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Established administrative work procedures to track staff's daily tasks.
- Liaised between clients and vendors and maintained effective lines of communication.
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
- Transcribed and organized information to assist in preparing speeches and presentations.
Patient Service Scheduler
Riviera Pediatrics
04.2015 - 01.2018
- Regularly reviewed scheduled appointments to identify potential conflicts or opportunities for improved patient service.
- Implemented process improvements and scheduling strategies to optimize appointment availability and reduce wait times for patients.
- Provided exceptional customer service to patients, addressing their concerns, and answering questions related to appointments and services offered.
- Contributed to a positive work environment by fostering strong relationships with team members and collaborating on process improvements.
- Optimized resource utilization by effectively aligning practitioner availability with patient scheduling preferences.
- Increased accuracy in data entry by meticulously maintaining electronic health record systems for updated patient information.
- Improved the overall efficiency of the clinic by effectively coordinating between multiple departments for seamless scheduling operations.
- Assisted in reducing no-show rates through proactive appointment reminders and follow-up calls to patients.
- Facilitated smooth check-in processes, ensuring all required paperwork was completed prior to appointments.
- Ensured HIPAA compliance while handling sensitive patient data during scheduling activities.
- Enhanced patient satisfaction by efficiently scheduling appointments and managing cancellations or rescheduling requests.
- Streamlined the appointment booking process for improved patient experience and reduced wait times.
- Managed ongoing relationships with referring physicians'' offices to facilitate efficient coordination of care for shared patients.
- Assisted in training new schedulers on best practices, software usage, and effective communication techniques.
- Prioritized urgent care needs by efficiently triaging incoming calls from patients seeking immediate attention or assistance from healthcare providers.
- Maintained open lines of communication with practitioners regarding schedule changes or updates affecting daily workflows.
- Reduced patient complaints by maintaining up-to-date records of patient information and appointment history.
- Supported administrative tasks such as updating patient records, verifying insurance information, and processing payments for co-pays or outstanding balances.
- Collaborated with medical staff to ensure timely and accurate communication of patient needs and appointment details.
- Maximized provider productivity by strategically allocating available time slots based on individual practitioner capabilities.
- Followed up with patients to reschedule missed appointments.
- Answered telephone calls to offer office information, answer questions, and direct calls to staff.
- Maintained confidentiality of patient information to comply with HIPAA regulations and protect patient privacy.
- Managed multiple schedules and prioritized tasks to meet demands of fast-paced work environment.
- Verified insurance coverage and eligibility for medical services prior to scheduling appointments to prevent billing issues.
- Maintained accurate patient records for proper tracking of patient history and treatment.
- Confirmed appointments one day prior to minimize missed appointments and maximize clinic utilization.
- Coordinated with other departments to facilitate seamless operation and excellent patient care.
- Answered phone calls and messages for 5-physicians in a Pediatrics medical facility, scheduling appointments, and handling patient inquiries.
- Collaborated with healthcare staff to verify alignment of appointment scheduling with clinic protocols.
- Performed various administrative tasks by filing, copying and faxing documents.
- Greeted and interacted with patients to provide information, answer questions and assist with appointment scheduling.
- Scheduled patient appointments in respective doctors' calendars and followed up with reminder phone calls.
- Obtained payments from patients and scanned identification and insurance cards.
- Prepared and processed patient referrals and transfer requests.
- Organized and maintained patient chart filing system to promote quick data finding for staff.
- Completed administrative patient intakes with case histories, insurance information and mandated forms.
- Managed office logistics by scheduling appointments, maintaining files and collecting payments.
- Registered and verified patient records before triage with most up-to-date information.
- Coordinated referrals through insurance and other medical specialists and documented details in patient charts.
- Frequently double-checked patient histories and current information while scheduling follow-ups and other appointments.
- Processed medical insurance claims and payments.
- Assisted with medical coding and billing tasks.
- Greeted visitors and initiated triage processes for clients to streamline patient flow.
- Placed new supply orders, managed inventory and restocked clerical spaces.
- Managed office bookkeeping with insurance billing and patient payments.
- Received and routed laboratory results to correct clinical staff members.
- Conducted patient intake interviews, recording and documenting relevant information.
Education
Bachelor of Early Childhood Care And Education - Education
Ivy Tech Community College of Indiana
Terre Haute, INSkills
- Bookkeeping skills
- Verbal communication
- Scheduling appointments
- Insurance verification
- Inventory records
- Product ordering
- Bookkeeping
- Appointment scheduling
- Invoicing
- Staff training
- File management
- Inventory coordination
Timeline
Department Secretary
American Legion Auxiliary Dept of IN
02.2018 - 02.2025
Patient Service Scheduler
Riviera Pediatrics
04.2015 - 01.2018
Bachelor of Early Childhood Care And Education - Education
Ivy Tech Community College of Indiana
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