Administrative Assistant III

Job Description

OBIC is a specialty medical clinic providing office-based buprenorphine treatment to individuals seeking recovery from opioid use disorder as well as offering support and treatment options for other substance use disorders, such as alcohol use disorder and stimulant use disorder. Our mission is to provide compassionate, evidence-based care to a diverse patient population, many of whom face significant social, economic, and housing challenges.
The Administrative Assistant serves as the first point of contact for all patients, visitors, and referral sources and plays a critical role in shaping the patient experience. This position requires a highly organized, patient-centered individual who can maintain professionalism, compassion, and composure in a fast-paced clinical environment. Given the unique nature of our patient population, successful candidates must demonstrate patience, empathy, strong interpersonal skills, and the ability to effectively manage challenging situations while maintaining a safe and welcoming environment.

This role combines front-desk reception, patient coordination, clinic administration, operational support responsibilities and is essential to the daily functioning of the clinic.
Serve as the primary point of contact for patients, visitors, referral sources, and community partners.
Greet patients in a professional, welcoming, and respectful manner that promotes dignity and inclusion.
Schedule, reschedule, and confirm patient appointments using Epic Hyperspace.
Submit Timely Access reports through Epic Hyperspace.
Manage patient flow throughout the clinic, communicate patient locations and movement to clinical staff.
Notify clinicians promptly when patients arrive, move between care areas, or leave the clinic.
Maintain accurate and confidential patient records in accordance with organizational and regulatory requirements.
Foster a safe, supportive, and non-judgmental environment for all patients through the use of trauma-informed and
patient-centered approaches.
Serve as the initial point of contact for patient concerns and assist in resolving issues appropriately.
Maintain communication with referral sources and assist with patient intake and coordination activities.
OBIC is a busy clinic with high client numbers, so the Administrative Assistant III will need to be extremely self-sufficient and be able to maintain accurate and efficient performance as they are the sole Admin Assistant for OBIC.

Under the supervision of the Clinical Director, the Administrative Assistant III will be responsible for scheduling client appointments through Epic Hyperspace, submitting Timely Access Reports through Epic Hyperspace, assist with ordering supplies, data entry, medical records, filing, faxing and conduct occasional UTOX testing for clients. Incumbent will also assist with larger division wide projects.

Responsibilities

Key Responsibilities
List key functions and the estimated percentage of time spent performing each of the positions. Indicate which responsibilities are considered "Essential" to the successful performance of the job as defined by the EEOC: "Essential functions are the basic job duties that an employee must be able to perform...You should carefully examine each job to determine which functions or tasks are essential to performance." The following website can provide guidance:

of time Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
30% Yes Clinic Operations and Office Maintenance
Monitor and coordinate maintenance of office equipment, including computers, phones, printers, and related systems, including setting up Zoom on ipads.
Ensure all patients are called to confirm their appointments.
Retrieve voicemails each morning and respond to inquiries.
Assist with vendor communications and service requests.
Research, order, and maintain office and clinical supplies.
Ensure front office areas remain organized, professional, and operational at all times.
Perform UTOX testing as requested within established clinic procedures.
Support operational workflows and special projects as assigned..

30% Yes Administrative Support
Perform front-desk support for day clinic from 1030am-4pm, Monday to Friday.
Perform front-desk support for evening clinic from 4pm-7pm, Monday to Friday
Answer and direct incoming telephone calls and respond to patient inquiries.
Conduct appointment reminder calls and assist with patient follow-up communication
Perform routine administrative duties including typing, printing, photocopying, scanning, faxing, filing, and document management.
Prepare, organize and maintain clinic forms, patient documentation, and program materials.
Manage incoming and outgoing correspondence, including email communications.
Maintain patient coffee and hospitality station throughout the day to ensure a welcoming environment.
Schedule patients using Epic Hyperspace and submit Timely Access and various reports through Epic Hyperspace.

20% Yes Clerical Support
Responsible for the administrative support of 7+ clinicians and 2 + program managers
Manages client information in the Epic Hyperspace system (Department of Public Health client database)
Checks/monitors client Medi-Cal eligibility.
File management: creates new client records, manages the quality of records, reorganizes record as needed, pulls, files, inventories and thins client medical records for 800 clients.
Support clinicians and administrative leadership with operational and patient-care related tasks as required.
Maintain confidentiality and compliance with all applicable policies and procedures.
Utilize effective communication, conflict resolution, and de-escalation techniques when interacting with patients experiencing distress or challenging circumstances.
Promote a safe environment for patients, visitors, and staff.
Report safety concerns and incidents in accordance with clinic policies.
Participate in relevant training related to patient engagement, trauma-informed care, and workplace safety.

15% Yes Patient Coordination
Provides support to patients, including but not limited to: greeting, scheduling, and directing patient flow; maintaining active dialogue with clinical referral sources: updating and maintaining confidential clinical records (patient charts): creating a safe office environment that demonstrates support and unconditional positive regard for patients; acting as the first point of assessment for patient issues within the clinic; and assisting in monitoring visitor flow through patient care areas. Be aware of where patients are, which room they're in and facilitate co-ordination of patient visit.
5% Yes Performs other duties as assigned

100% To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Qualifications

• High School graduate and at least three years of related research/administrative experience in a large university, teaching institution or health care environment, or an equivalent combination of education and experience
• Ability to speak, read, and write in both English and Spanish.
• Work with accuracy in a fast-paced environment; possess strong analytical skills and the ability to prioritize amongst multiple demands.
• Ability to type 50wpm (net) using work processing software.
• Be a current Epic Hyperspace user with current access and log in credentials.
• Experience working in a fast-paced clinical environment requiring frequent multitasking and prioritization.
• Strong analytical and problem-solving skills.
• Proficient use of word processing skills, using standard PC software (MS Office) for word processing, spreadsheets, and database management
• Excellent oral, written and telephone communication skills. Experience with voice-mail and e-mail systems
• Strong interpersonal skills. Experience working with populations that are diverse in gender, sexual orientation and ethnicity
• Demonstrated good organizational abilities. Ability to set priorities, work well under pressure, meet deadlines and work independently
• Ability to maintain productivity while functioning independently
• Demonstrated excellent attendance and reliability
• Successful completion of all required background screening processes.
• A preliminary job offer and assignment may be extended pending successful background clearance.
  Preferred Qualifications:
• Qualifications that an ideal candidate would possess, but are not minimally required for a candidate to be considered for the position.
• Prior UC experience or be a current UC employee
• Prior experience within a university or academic healthcare system.
• Prior experience working in substance use treatment, behavioral health, addiction medicine, community health, or other safety-net healthcare settings.
• Formal training in crisis intervention, conflict resolution, trauma-informed care, or de-escalation techniques