Administrative Assistant

Overview

Responsible for making clients feel comfortable in our offices/clinics. The Administrative Assistant greets clients and answers the telephone, providing customer services to clients and referral sources. The AA also completes billing and scheduling functions including creating daily appointments and future and encounter forms for clients, tracking their appointments and documentation of insurances.

Responsibilities

· Communication important client/staff information via email to staff and supervisor(s) in a timely manner.

· Answer phones in the clinic.

· Complete initial phone screening for perspective clients.

· Enter and track demographics information on Electronic Medical Record System (EMR).

· Enter and maintain psychiatrist's schedules in the EMR system.

· Get insurances authorization for new clients, keep track of the needs to get authorizations for existing clients

· Keep track of client's mode of Communication with the doctor (virtual or phone or in person) as per OMH regulations.

· Track incoming and outgoing information to make sure they meet HIPAA regulations.

· All mailing, faxing, emailing, Monthly calls to clients on our waitlist. Collect and document co-pays.

· Set up HIPAA safe Zoom calls with the doctor. Make sure there are always PPE supplies (Covid-19) available in the office for clients.

Qualifications

· Must Have a High School diploma/GED have required.

· 1-2 years of office experience.

· Bilingual (Spanish)

· Excellent customer services communication and organizational skills required.

· Competence using Microsoft Office software required.

· Experience working a medical/ mental health clinic, strongly preferred.

· Knowledge in using electronic medical records highly desired.

Supervisory Responsibility

No.

Position Type/Expected Hours of Work:

Administrative/ 1pm to 9pm 5 days a week.

Travel (if required): Yes, to other clinics.

Physical Requirements:

Filing, unpacking office supplies, etc.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

It is the policy of Rising Ground that the Agency complies with equal treatment of all

employees and applicants for employment without unlawful discrimination as to an individual’s

perceived or actual race, creed, color, national origin, alienate, citizenship status, gender, gender

identity, age, disability, marital status, partnership status, sexual orientation, ethnicity, religion, or

veteran status in all employment decisions, including but not limited to recruitment, hiring,

compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer,

layoff and termination and all other terms and conditions of employment.