Clinic Administrative Assistant

Role Overview

• Greet and direct visitors to the clinic.
• Answer client and caller queries and ensure quality customer service.
• Serve as a resource for clients, families, and outside agencies requesting information.
• Check-in/check out clients at front desk.
• Collect and track co-pays.
• Schedule, remind, and coordinate appointments.
• Update and maintain clients record in designated system.
• Manage referrals and assist clients with initial paperwork and information gathering.
• Assist with insurance verification, as directed.
• Operate computer and office equipment.
• Evidence proficiency in computer software programs that support the clinic functions.
• Answer high volume of telephone calls.
• Screen incoming communications and independently prioritize; refer work to others, or self-respond as appropriate; document, inform, and follow-up with supervisor on work in progress.
• Serve as liaison between clients and clinicians/prescribers.
• Coordinate office communications: receive, record, and forward/distribute telephone messages, mail, electronic communication, and faxes.
• Compose, edit and distribute correspondence, memos, documents, and forms.
• Prepare word-processing documents, spreadsheet reports, and information.
• Set up and maintain files and databases, copy documents, and oversee record-keeping efforts.
• Respond to/process record requests.
• Attend meetings as directed, and prepare and distribute minutes.
• Maintain the calendar of appointments for clinicians and prescribers, as directed.
• Collaborate with prescribers to assist with medication refill requests, lab ordering/entering, prescriber ordered transportation, medication orders, and other clinic specific prescriber directed tasks.
• Provide clerical, project, and administrative support to all of the clinical staff and the Office Manager (if applicable) to effectively carry out the operations of the Clinic.
• Provide support to other areas, as requested.
• Handle first level complaints or problems. Attempt to resolve problems independently. Forward issues which are not resolved to management and/or clinical staff.
• Maintain supplies and the appearance of the office.
• Ensure adherence to procedures and policies established for the clinic operation.
• Perform other related duties, as required.

Requirements

• High school diploma or equivalent is required; Bachelor's degree preferred.
• A minimum of three years of administrative, clerical or secretarial experience in a medical office setting.
• Bilingual English/Spanish speaking highly preferred.
• Excellent organizational and multitasking skills.
• Great customer-oriented communication skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain confidentiality.
• Knowledge of general computer applications and equipment.
• Knowledge of medical terminology and healthcare operations preferred.
• Must be able to complete CPR and First Aid Training upon hire. Trainings are offered by Vinfen.
• Must be able to successfully pass a multistate CORI, SORI, reference check, employment verification, education and credentialing background check.

Benefits

• Professional Development
• Hiring Events
• External Referral Program