Administrative Assistant - Clinical Scheduler

Job Description

ESSENTIAL JOB FUNCTIONS

• Performs such front-desk/reception functions as meeting and greeting clients and visitors, answering multi-line switchboard, forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying such demographic information as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to explain and assist client in signing intake form s ; and handling difficult customer service interactions, either face-to-face or by telephone.
• Enters various client data in electronic information system (e. g., client demographics, client eligibility information, service corrections) and enters other program-specific data (e. g., grants) in various databases.
• May provide medical records-related support to the Health Information Management staff, as needed.
• Files and maintains variety of correspondence, records, reports, and other documents, related to site’s operations.
• Performs variety of administrative functions, including typing from various sources; data entry as requested by supervisor, generating requisitions for such items as business cards, training registration fees, and office furniture; and taking minutes of meetings.
• Runs miscellaneous monthly/quarterly reports; assesses validity of reports; when reports are inaccurate, engages in problem-solving to correct inaccuracies; takes action, as needed, on results of reports; as needed, coordinates work site’s IT functions.
• Participates in daily deposit process, including daily deposit reconciliation.
• Monitors work site’s inventory of office supplies and orders supplies, as needed.
• Calling in prescriptions to pharmacy, coordinating lab appointments, and processing lab results.
• May act as liaison with SCS’s Properties department, as needed, performing such tasks as submitting work orders and communicating with Properties staff regarding site needs.
• May act as Infection Prevention Representative for site, performing such tasks as monitoring infection prevention-related supplies, attending Infection Prevention meetings, communicating infection prevention measures to staff.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

EDUCATION

• High School or GED required.
• Completion of up to 18 months’ business school, beyond high school preferred.

EXPERIENCE

• Three to four years’ experience working in office setting and performing various clerical or administrative tasks.
• Advanced knowledge of Microsoft Office Suite.
• Strong oral and written communication skills.

PHYSICAL DEMANDS

• Position has no unusual physical demands; individual has discretion about walking, standing, etc.
• Position requires lifting up to 10 pounds.
• Position may occasionally require walking or standing, stooping, or bending.
• Occasional exposure to office chemicals or continual use of a video display terminal.

Within the bounds of their respective job descriptions, all staff are expected to exercise principle-centered leadership, focused on customer service responsiveness, with a continuous quality improvement orientation. Additionally, all staff are expected to develop a working knowledge of and follow all policies and procedures related to safety management and other Joint Commission standards.

Time Type

Full time