Outpatient - Program Assistant

Outpatient Program Assistant

The Outpatient Program Assistant provides administrative and clerical support in a fast-paced integrated clinic. The Outpatient Program Assistant will be detail-oriented, highly organized, have strong Microsoft Excel skills and experience managing electronic health records. The Outpatient Program Assistant will have the ability to handle a variety of data entry, reporting and document management accurately and professionally.

Responsibilities

Create, update, and maintain complex spreadsheets, databases and tracking systems using Microsoft Excel.

Manage and maintain electronic health records (EHR, ensuring accuracy, completeness, and confidentiality of patient information.

Enter, verify, and update patient and administrative data in electronic health systems.

Monitor data accuracy and perform regular audits of spreadsheets and records.

Prepare, process, and organize forms, reports, and other documents.

Assist with recordkeeping, compliance documentation, and data management projects.

Schedule appointments, coordinate meetings and maintain calendars as needed.

Respond to phone calls, emails and inquiries in a professional manner.

Support management with administrative projects and special assignments.

Ensure compliance with organizational policies and confidentiality requirements.

Perform other duties as assigned by supervisor.

Supervisory Responsibilities

None.

Who is Axiom Care?

Founded in 2012, Axiom Care is a Phoenix-based behavioral health organization that aims to ensure every Arizonan has access to compassionate, effective substance use treatment. With facilities in Maricopa and Pinal Counties, we offer comprehensive services including 24/7 observation, inpatient detoxification, residential treatment, outpatient treatment, and recovery housing with a focus on underserved populations.

Beyond our full-continuum community programs, we proudly operate specialty programs for the justice-involved (in partnership with ADCRR), for members of the Navajo Nation (in partnership with the Navajo Department of Health), and for Veterans (McCain Veteran Center).

Together, we're building a future where compassionate care is accessible to all come be a part of it!

What We Offer

Medical, Dental, and Vision

401(k) with up to 3.5% match

Paid time off (PTO), paid sick time, and paid holidays

Tuition Reimbursement

Reimbursement for CMEs

Free criminal record clearance for eligible justice-impacted staff through a partnership with Rasa Legal

Employee Assistance Program (EAP)

Voluntary benefits including group term life, voluntary term life, AD&D, short term disability, and accident coverage

Requirements

Required Skills:

Strong proficiency in Microsoft Excel, including data sorting/filtering, reporting and spreadsheet management.

Excellent data entry skills with a high level of accuracy and attention to detail.

Strong organizational, time-management, and multi-tasking abilities.

Ability to handle confidential and sensitive information with discretion.

Strong written and verbal communication skills.

Education and Experience:

High school diploma or equivalent; associate degree preferred.

Previous administrative, clerical, healthcare or office support experience preferred.

Experience with Electronic Health Record (EHR) systems preferred

To perform the job successfully, an individual should demonstrate the following competencies:

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.