Administrative Assistant (Manhattan)

POSITION SUMMARY

The Administrative Assistant performs administrative general office and clerical duties as assigned by the Clinic Director or designee, as well as relieve the Clinic Director of administrative and clerical details. Assist patients in the intake and admissions process and with check-in. Collaborates with all functional units to ensure the highest quality patient care. Ensure that all assigned and routine tasks are completed on time. The Administrative Assistant aligns with people, purpose, process, and professionalism, and actively employs the principles of each to achieve personal, team, and organizational objectives.

ESSENTIAL FUNCTIONS

• Assist in organizing clinic events for patients, staff and/or visitors.
• Assists in carrying out responsibilities as per the Clinic Director or designee as directed.
• Establishes, develops, maintains, and updates electronic filing system for the department, to include HER documents, retrieving information when needed.
• Answers phones and routes calls, takes messages, fields all routine and non-routine questions.
• Handles Patient confidential and non-routine information and explains policies to patient(s) when necessary.
• Monitors census in OASAS, Central Registry (CR) for dual enrollment and Electronic Health Record (EHR) and ensures accuracy at all times.
• Covers other Administrative Assistants as requested and needed.
• Checks in patients; make patient ID cards and upload photos in EHR and CR.
• Updates patient information and distributes request for medication without the client identification card (paper ID) to patient for dispensing when needed.
• Assists with gathering and/or scanning/copying the medical chart for insurance and/or provider requests for medical records.
• May schedule patients for internal psychiatric evaluations and upon request by provider.
• Assists with set up forms for patients, collections and processes self-pay payments and sends weekly transmittal forms to Accounts Payable.
• Extracts and distributes information regarding deadlines for treatment Updates.
• Assists with Medicaid transportation requests.
• Assist in setting up self-pay patients with completion of forms and assess pay rate w/ Clinic Director, collect and monitor weekly/bi-weekly or monthly payments. Prepare all documents for Clinic Director to review and sign off for verification of payments collected.
• Assists with obtaining signatures on consent forms.
• Transcribes and prepares minutes from meetings
• Sorts and delivers incoming mail, distributes e-faxes throughout the day and ensures and updates the clinic directory.
• Ensures outgoing mail has the proper label and coordinates with the driver for delivery.
• Checks the lab label printer and copy machines to ensure there is paper, and enough supplies stocked for refilling as needed.
• May order or assist in ordering supplies, clinic and program supplies maintaining purchase records.
• Participate in non-clinical supervision; comes to supervision prepared with an agenda completes all follow-ups assigned in a timely manner.
• Comply with all state and federal regulations regarding Patient Confidentiality and Redisclosure (HIPAA and CFR 42.2) Mandated Reporting and internal Incident Reporting policies.
• Comply with all agency policies and procedures, Conflict of Interest policy, and StartCare Code of Conduct and completion of all mandatory training.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

• High School Diploma
• Previous history of work as an administrative assistant.
• Must be computer-literate and must have knowledge of Microsoft Office applications.
• Must possess good organizational and interpersonal skills and have adequate knowledge of office equipment.
• Highly organized with attention to detail and ability to handle sensitive and confidential information.
• Excellent communication and interpersonal skills, with the ability to effectively collaborate with cross-functional teams.
• Proactive and independent with the ability to take initiative.
• Excellent time management skills with a proven ability to meet deadlines.

PREFERRED QUALIFICATIONS

• At least two years of experience as an administrative assistant is preferred.
• Ability to read, write and speak Spanish.

PHYSICAL REQUIREMENTS

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the position which are reviewed in each individual case. While performing the responsibilities of the role, the employee is required to talk and hear. The employee is often required to sit and use his or her hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. The employee may be required to lift an object weighing up to 50 lbs., with or without assistance. The vision abilities required by this job include close vision.

LIMITATIONS & DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

StartCare provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

JOB DESCRIPTION ACKNOWLEDGEMENT

The employee’s signature below indicates the employee’s understanding of the requirements, essential functions, and duties of the position.