At Jefferson Center, it is our policy and our mission to be inclusive and mindful of the diversity of everyone who comes through our doors. We are passionate about building a community where mental health matters and equitable care is accessible to all races, ethnicities, abilities, socioeconomic statuses, ages, sexual orientations, gender expressions, religions, cultures, and languages.
The Medical Office Administrator assists the nurses in answering the phones and routing them to the correct office, obtaining medical records from different facilities, communicating with providers for non-nursing items, assist with client outreach, scheduling appointments and assisting nursing staff with various other tasks.
Education, Skills, Knowledge Requirements :
- High school diploma / GED required.
- Experience in the medical field is highly preferred,
Essential Duties : Emails :
Answer as many emails coming into the Nurse@jcmh.org address as possible alleviating the need for the nursing staff to watch for outside emails.Track emails to be sure they are completed in a timely manner and forwarded to different parties should the original parties be out of office.Email clients on behalf of nursing staff with messages or completed paperwork in order to ensure streamlined messaging and completion of tasks.Complete all email communication so as to not leave clients wondering what is happening with their requests and update the client as the process progresses as needed.Answer emails from clinicians regarding client requests ex : scheduling appointments, needing paperwork, refills, record requests, etc.Respond to emails from nursing staff asking for outreach for scheduling or clarification of information.Phones / Faxing(Scanning) :
Answer calls in real time as often as possible.Assisting client with needs. As nursing staff are often not available in real time, taking messages with extremely detailed information integral to the position.Answering as many questions as possible without nursing assistance. Dosing instructions, dates, quantity, pharmacy location, calling pharmacies checking on refills, and changing preferred pharmacies, looking in med notes for specific instructions from prescriber to client.Make sure ALL CLIENTS are scheduled for follow-up appointments when delivering any message having spoken with a client directly and this information is included for the nurses to reference.Taking cold or warm transfers from admin team regarding clients upset about medication or paperwork issues.Faxing all paperwork as needed including labs orders, lab results, school and work forms, et.al.Forwarding received faxes / scans to the proper partiesOther Admin Duties :
Adding General Notes to client charts for all actions takenWhen outreaching to schedule follow up visits, outreach 2x either by phone or emailEmail refill request, wait 2 days and send a reminder to nursing staff and prescriberPerform extra duties nursing staff and clinicians (within reason) as requested ex : making calls, faxing.Investigate client charts when there are questions about underlying issues.Coordinating with CCs, HHP, Navigation, Medical Records and CRC to ensure wrap around services.Being available to the front desk staff to take over difficult medication questions if needed.Note : Employees are held accountable for all duties of this job. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
Salary Grade 9 - $51,000 ($24.52)
Additional Salary Information
The salary range above is based on 1.0 FTE (full time equivalent) or 40 hours per week. Less than 40 hours / week will be prorated and adjusted to the appropriate FTE.Application Deadline : 3 / 17 / 2025. Review of applications will begin immediately.
Salary : $25
