Clinical Services Assistant

Primary Function:

The Clinical Services Assistant provides support to the Senior Director of Clinical Services and clinical management team. The Clinical Services Assistant assists in operational performance by managing calendars, running reports, assisting with correspondence, managing appointments, scheduling meetings, and maintaining files, etc. General assistance may also be provided to the Clinical Services team through guidance from the Senior Director of Clinical Services.


General Responsibilities:

• Answers, screens and responds to incoming calls in a professional and timely manner.
• Meets and greets external and internal visitors in a professional manner.
• Overall Microsoft Outlook calendar management including but not limited to; scheduling and confirming meeting requests, room requests and scheduling, and other needs as requested.
• Demonstrates a high level of professionalism in dealing with confidential, sensitive, privileged, and personal matters.
• Responsible for managing the maintenance of the corporate reception area and staff including the internal and external mail processes.
• Responsible for scheduling of conference and training rooms as needed.
• Assist w/coordination & flow of PDR including vital signs.
• Obtain completed PDR lab results the week before scheduled PDR and give to Senior Director of Clinical Services for entry on PDR sheet.
• Scan PDR orders into appropriate folder/s.
• Assists in the organization of special events and other projects.
• Creates, manages, and analyses reports as needed through Therap, Paycom, Excel and other programs as needed.
• Creates requisitions.
• Handles data entry and input functions into Excel, Therap, Paycom, and other systems as needed.
• Scans, files, and manages documents as needed.
• Drafts letters, memos, and other internal and external correspondence.
• Check refrigerator temperature twice per day and document on temperature log.
• Track swallowing checklists & assessments by home & place hard copy in central book. Follow up with nursing staff as required.
• Purchase supplies and vendor services (including printing services) in accordance with Babcock Center's Procurement Policy.
• Backup the front desk/receptionist as needed.
• Provide administrative Support for Med Tech Class which may include (Making med tech folders for orientation, assisting with grading papers as needed, logging in med tech training folders for staff after completion of class, typing med pass scores & distributing them to nurses for med pass check offs, and making med tech certificates
• File completed pharmacy audits by month & by residence in a central file
• Copy monthly DARs/MARs for clinical services ICF & CTH books. Give original CTH DARs & sign out sheet to area residential directors for distribution. Give original ICF/ID MARs to the appropriate Nurse Manager for distribution to the appropriate locations.
• Become knowledgeable of and adheres to Babcock Center's policies and procedures.
• Maintain approved driving privileges with Babcock Center.
• Other duties as assigned.

Qualifications:

• Associate's degree with 1 or more years of experience or high school diploma/equivalent with 2 or more years of experience.
• CNA or MA preferred.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.)
• Proficient with telephone skills, filing procedures, and other general clerical duties.
• Ability to maintain courteous and effective communication.
• Must have a sincere desire to assist clients, staff, visitors, and family members of individuals with disabilities.
• Must be at least 18 years of age.

Working Condition:

Works a minimum of 40 hours per week with that time being spent primarily between the hours of 8:00am and 4:30pm. Additional hours may be required.

Supervision:

The direct supervisor for the Clinical Administrative Assistant shall be the Senior Director of Clinical Services.


Relationship and Contacts with Others:

The Clinical Services Assistant is expected to develop and maintain a cooperative working relationship with all staff, clients, managers, and external contacts. When dealing with families, other agencies, and the public, the Clinical Services Assistant is expected to represent Babcock Center appropriately and conduct himself/herself in a professional manner.

Hazards/Potential Hazards :

Cleaning chemicals, ergonomic hazards: static postures, repetitive motion, trip hazards such as file drawers and electrical wires video display terminals.

Typical Physical Demands :

Sitting, standing, bending, reaching, stooping, frequent lifting, and manual dexterity sufficient to operate standard office machines. Must have normal range of hearing and vision.

Typical Mental Demands:

Must be able to deal with stress associated with fast-paced work environment and multi-tasking. Formulate decisions and act upon them. Adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels. Maintain confidentiality of all sensitive information.