Administrative Assistant

Administrative Assistant

Responsible for the patient waiting area and the front desk administrative task. The administrative assistant handles routine and advanced duties for staff and clients. They organize files, create correspondence, prepare reports and documents, manage calendars to schedule appointments, sort mail, and offer general staff support. The administrative assistant is the initial point of contact, answering phones and greeting visitors.

Must have a friendly receptive demeanor as this position will welcome patients and their families. Applicant must be able to verbally be assertive as to ensure proper procedures be followed by all patients and staff. Applicant must also communicate with clinical staff to manage time and schedules for patients and clinicians.

Primary job responsibilities:

1. Ensure office is open in a timely manner and cleanliness of patient waiting area
2. Verify patient insurance
3. Ensure patient has valid insurance during visit.
4. Verify insurance for upcoming visits daily.
5. Update patient profiles
6. Ensure accuracy of "Sign-In" information
7. Check in/Check out patients in electronic medical record system (EMR)
8. Communicate with clinicians daily for telehealth services
9. Answer and transfer phone calls in a professional manner
10. Daily contact with clients, clinicians, CSWs and staff
11. Handle prior authorization call request
12. Handle bloodwork call request to PCP/Clinics
13. Contacting clients for and with updates (apt reminders, insurance updates, connecting to clinicians)
14. Handle all medical record request
15. Handle GAINS and LOCUS uploads
16. Other office tasks as needed within reason

Scheduling:

1. Schedule appointments and follow-ups in the EMRs based on client's insurance
2. Scheduling for all CSWs and group facilitators appointments
3. Monitor expired TxPlans, psych evals, and diagnostic assessments and schedule clients accordingly.
4. Coordinate daily with all users about schedule changes

Job specification: Administrative assistant preferably have minimum of 2 years of experience in medical/outpatient offices. Must be able to multi-task, and maintain professional conduct at all times in front of patients, and their families. Must have a minimum high school diploma, and/or GED