Administrative Assistant

Job Description

Job Description

The Administrative Assistant – Recovery Services provides administrative and operational support to the Recovery Services Department. This role assists with patient registration activities, appointment coordination, data tracking, and administrative functions that support clinical and behavioral health services. The position plays an important role in ensuring efficient department operations, regulatory reporting compliance, and coordination between Recovery Services staff and Hamilton Health Center’s clinical teams.

ESSENTIAL FUNCTIONS:· Registers patients for Adult Medicine, Pediatrics, Women’s Health Services, andBehavioral Health for scheduled appointments and walk-ins in accordance with established departmental protocols.· Verifies patient insurance coverage and primary care provider (PCP) information using Promise for medical assistance patients and scans insurance cards and identificationdocuments into patient files.· Schedules follow-up appointments for patients during the check-out process.· Verifies insurance information for all patients scheduled two days in advance, including Managed Care Organizations (MCO).· Verifies patient check-ins and documents no-shows for the following day.· Provides administrative support including preparation of meeting minutes, correspondence, presentations, reports, filing, and mail distribution.· Coordinates meetings and assists the department team in preparation for scheduled events, trainings, and education sessions.· Answers departmental telephone calls and routes inquiries to the appropriate Hamilton Health Center staff members.· Maintains program data collection and entry to meet regulatory reporting requirements using the COE Care Management Spreadsheet.· Assists in coordinating support services between Hamilton’s clinical and behavioral health services and the Recovery Services team.· Maintains departmental forms, brochures, flyers, and promotional materials used by program personnel.· Serves as the program contact for purchasing requests and inventory coordination.· Participates in at least one outreach event annually.· Works within parameters defined by Hamilton’s Quality Department and follows established protocols to meet regulatory and compliance requirements.· Participates in Hamilton Health Center’s revenue cycle initiatives, including supporting productivity goals, meeting revenue targets, and managing departmental expenses in accordance with approved budgets.· Demonstrates commitment to Hamilton Health Center’s Workplace Values: Innovation, Integrity, Quality, Accountability, Respect, Commitment, and Inclusion. Supports the organization’s goal of fostering a collaborative and positive workplace environment.· Travels throughout service areas as required to support departmental operations.· Performs additional duties as assigned in support of the organization’s mission and to ensure delivery of consistent, high-quality services. KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:· Knowledge of healthcare services and basic medical terminology.· Strong organizational and administrative skills with the ability to manage multiple tasks and priorities in a fast-paced healthcare environment.· Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.· Ability to communicate clearly and courteously with patients, staff, and community members from diverse backgrounds.· Strong interpersonal skills with the ability to work collaboratively with clinic leadership, physicians, clinicians, and administrative staff.· Ability to maintain accurate records and perform data entry to support regulatory reporting requirements.· Ability to handle confidential and sensitive information in accordance with organizational policies and healthcare privacy regulations.· Ability to coordinate meetings, events, and administrative processes effectively.· Demonstrated ability to work independently as well as part of a team while maintaining professionalism and attention to detail. MINIMUM EDUCATION & EXPERIENCE· High school diploma or equivalent required.· Minimum of one (1) year of administrative assistant experience in an ambulatory care or healthcare setting.· Basic knowledge of healthcare services and medical terminology.· Proficiency in Microsoft Office applications.· Valid and active driver’s license required. PREFERRED QUALIFICATIONS:· Associate’s degree.· Prior CPR/First Aid certification.· One (1) year of working experience in a medical or physician office setting.· Knowledge of The Joint Commission regulations.· Bilingual in Spanish, Nepali, French, or Arabic. EQUAL OPPORTUNITY EMPLOYER:Hamilton Health Clinic is an equal opportunity employer. We are committed to providing an inclusive and diverse work environment where all employees are valued, respected, and have the opportunity to succeed. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, or any other protected status. All employment decisions are based on qualifications, merit, and business needs. LANGUAGE SKILLSAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with co-workers, internal and external customers, and outside contractors and vendors. MATHEMATICAL SKILLSAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. REASONING SKILLSAbility to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. PHYSICAL DEMANDS/MOTOR COORDINATIONRequires hand-eye coordination; finger dexterity, and a combination of sitting, standing, climbing, stooping, balancing, kneeling, reaching, carrying, pushing, pulling, lifting (up to 15 pounds). Must be able to write, type, use telephone and computer systems, and other office equipment. May require sitting or standing for long periods of time. WORK ENVIRONMENTExposure to routine medical office/health clinic conditions as well as adverse environmental conditions such as dust, temperature and noise extremes, etc. May be exposed to infectious or contagious disease. This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or

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reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically.

This job description is not a contract.