Administrative Assistant II-Peds Early Steps

Administrative Assistant II-Peds Early Steps

The Administrative Assistant II serves as the first point of contact for patients, families, visitors, referral sources, and community providers interacting with the Northeastern Early Steps Program and Pediatric Hearing Program. This position provides in-person front desk reception, patient intake, scheduling, registration, referral processing, and administrative support. The incumbent greets and assists families, manages patient check-in and registration activities, receives and distributes incoming documentation, and services as a liaison between patients, providers, and community providers. The Administrative Assistant II maintains accurate records and ensures compliance with applicable program, university, state, and federal requirements. Due to the direct patient and visitor interaction responsibilities, consistent on-site presence is required to support daily clinic operations and customer service functions.

Patient Reception, Communication and Customer Service Serves as a front desk representative for patients, families, visitors, referral sources, and providers. Greets visitors, assists with patient check-in and registration, answers incoming phone calls, emails, and faxes; screens inquires, provides program information, and directs individual to appropriate resources.

Intake and Registration Collects and verifies demographic, insurance, and referral information; obtains required documentation; enters data into the Early Steps Data System and EPIC; establishes new patient records; and ensures completeness and accuracy of intake information.

Scheduling and Coordination coordinate appointments, evaluations, and follow-up visits; communicates with families, providers, and program staff regarding scheduling needs; serves as a liaison between clients, clinicians, and community partners to facilitate timely access to services.

Documentation and Compliance maintains accurate and confidential records; scans and uploads documentation; monitors required forms and consents; and ensures compliance with program, university, state, and federal requirements.

Referral Management Answering and routing of calls, processing incoming referrals and maintaining relationships with referral sources and internal staff.

Expected Salary: $19.16 - $23.95 per hour depending on education and experience

Required Qualifications: High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Preferred: Associates degree and four years clerical/customer service experience preferred, ideally in a health care or education serving pediatrics population. Experience utilizing electronic medical records and database systems. Demonstrated customer service, communication, and organizational skills.