Administrative Specialist

Oregon Change Clinic is looking for an Administrative Specialist to be a key member of our team! In this vital role, you’ll be the welcoming face of our clinic, providing exceptional service to our clients as they embark on their journey toward recovery and wellness. As the first point of contact, you’ll play a critical part in ensuring our clients feel valued, supported, and at ease. If you’re ready to bring your administrative skills and warm, positive attitude to a team dedicated to transformative care, we’d love to hear from you!

Key Responsibilities

• Greet clients and visitors upon arrival, ensuring a welcoming and professional experience.
• Assist with initial intake paperwork to gather necessary information and documentation from clients.
• Assist clients in completing required forms, ensuring accuracy and confidentiality of all personal and health-related information.
• Maintain and update client files and records, ensuring compliance with privacy regulations (e.g., HIPAA).
• Ensure all necessary documents are obtained and properly filed, including consent forms and insurance information.
• Schedule initial appointments and follow-up sessions based on client's treatment plan.
• Coordinate with clinicians and other departments to ensure smooth transitions for clients entering the program.
• Send appointment reminders and confirm client attendance as needed.
• Provide clear and timely communication to clients regarding appointment scheduling, required paperwork, and clinic policies.
• Answer phone calls and emails related to client inquiries, appointments, and general clinic information.
• Assist clients in navigating the clinic’s services and help address any questions or concerns they may have.
• Collaborate with clinical and administrative teams to ensure clients are scheduled for appropriate services.
• Support the overall administrative team in maintaining a smooth workflow and efficient clinic operations.
• Assist with office supplies management and other administrative tasks as needed.
• Ensure adherence to all clinic policies, procedures, and legal requirements related to client intake.
• Maintain strict confidentiality of client information in compliance with HIPAA and other privacy regulations.
• Follow up with clients as needed to confirm appointments or gather additional information.
• Document intake interactions accurately and promptly in the clinic’s record-keeping systems.

Qualifications and Skills

• 2-4 years experience working in an office setting, in a substance abuse or behavioral care clinic.
• Experience with healthcare management software, ReliaTrax is highly preferred.
• Exceptional organizational skills with the ability to manage multiple tasks, maintain accurate records, file documents, and track client information with attention to detail.
• Proficiency with Google Suite and other office software.
• Ability to handle client concerns or issues with patience, professionalism, and empathy.
• Demonstrated understanding of confidentiality requirements, particularly regarding HIPAA compliance.
• Ability to think critically and find solutions to administrative challenges, particularly in the intake process.
• Ability to work collaboratively with clinical and administrative teams, contributing to a positive, cohesive work environment.
• Awareness and sensitivity to cultural diversity, with the ability to interact respectfully with individuals from various backgrounds.
• Able to successfully pass a Department of Human Services (DHS) background check, as a condition of employment.
• Drug screen and TB testing

If you are passionate about providing exceptional support and would like to be part of our growing and dynamic team, we encourage you to apply for the Administrative Specialist position at Oregon Change Clinic. Join us in our mission to create a welcoming and supportive environment for individuals seeking mental health and substance use treatment. We want to hear from you!

Job Type: Full-time

Pay: $24.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $24 - $26