Clinical Administrative Assistant

Position Title: Clinical Administrative Assistant (CAA)

Reports to: Director of Client Services (DCS)

General Description: The CAA is the face and voice of Open Arms, primarily responsible for front desk functions. Duties include, but are not limited to, taking phone calls, scheduling appointments, managing intake and reception, managing educational opportunities, assisting the clinical team to ensure client visits are successful. Other related duties include medical records usage, data entry, upkeep of waiting area and clinic rooms, managing receipt and inventory of goods. Secondarily, the CAAs are responsible for administrative support, for both the Client Services Department and the Nursing Department.

Employee Status: Regular, non-exempt, 25 hours per week.

Wage: Depends on experience. Hours worked in-house only.

Qualifications of CAA:

· Serves as a frontline representative of Open Arms, demonstrating professionalism, hospitality, empathy, and courtesy to clients, staff, volunteers and visitors.

· Motivated to produce a level of service that makes customers feel valued.

· Self-starter, able to own and accomplish a wide range of administrative tasks.

· Agreeable, collaborative, team focused attitude about all manner of administrative and organizational tasks

· Awareness of environment and ability to “read” people well, with a security focused mindset.

· Organized and detail-oriented; able to multi-task with multiple clients and patients at the same time, with minimal degrade to the patient experience.

· Maintains working knowledge of computers, client management and scheduling software, and other office equipment. Basic ability to create and manipulate Microsoft Office products.

· Exhibits excellent communication skills, in person and on the telephone.

· Ability to problem-solve using available tools, policies, and defined practices.

· Learn and maintain most current phone script protocol.

· Skilled at partnering with another person to work within the same department function.

Duties of the CAA:

Note: Two CAAs exist on the team, to serve clients throughout the full week of operation. Schedule should remain flexible to cover each other during absences, and to attend and assist at occasional meetings outside of clinic hours. General duties include facilitating opening, maintaining the clinic while open and closing the clinic.

CLIENT CARE

• Upon hire, trained in best practice client interaction methods. Serve clients and patients.
• Open and close clinic per desk manual.
• Greet clients and patients, administer intake, offer refreshments
• Work with client services and nursing team to assign advocates and nurses for client care.
• Prepare charts for advocates and alert the advocates of their client’s arrival.
• Promote and manage group classes.
• Maintain awareness of room utilization and who is in the clinic.
• Manage waiting areas, ensuring public restroom changing tables are stocked, dirty diapers are thrown out, waiting rooms are orderly, and refreshments are stocked.
• Keep the marketing tool (Life Lead App) open at all times and manage responses immediately upon receipt

ADMINISTRATIVE

• Manage material donations, transferring to boutique volunteers. Keep inventory of baby bundle program items.
• Coordinate with client services and nursing to understand administrative needs. Keep supervisor aware of current administrative tasks.
• Attend meetings and prayer gatherings as required by supervisor, record minutes of monthly clinical meetings.
• Manage sign-up sheets for clinical trainings or meetings, assist in set up and tear down.
• Maintain and update front desk manual as needed.
• Monitor supply levels for front office, and coffee bar, and acquire supplies per practice.
• Manage ministry orientation guest list prior to and after orientations; set up and tear down meetings, report monthly on outcomes.
• Maintain birthday card file, mail cards, create thank you notes for donations of in-kind gifts.
• Manage the educational digital program and troubleshoot a variety of technology mediums.
• Report volunteer hours monthly
• Other duties may be necessary, as dictated by the supervisor or Executive Director.

SECURITY

• Facilitate a posture of security by managing locked entry doors, allowing only clients, patients, and their approved guests to enter, and monitoring internal and external cameras.
• Screen expected or scheduled visitors as per visitor procedure; assign and retrieve visitor badges.
• Obtain name, contact info and purpose of visit to any drop-in visitors, with appropriate follow-up.
• Ensure security, integrity and confidentiality of client records.
• Maintain and manage keys for records room cabinets, memorial garden, cash box, etc.

Job Type: Part-time

Pay: Up to $16.69 per hour

Expected hours: 25 per week

Benefits:

• Flexible schedule
• Free parking
• Health insurance
• On-the-job training
• Opportunities for advancement
• Paid orientation
• Paid sick time
• Paid time off
• Paid training

Schedule:

• Monday to Friday
• No weekends

Ability to Commute:

• Hayden, ID 83835 (Required)

Work Location: In person

Salary : $17