Administrative Assistant - Clinical Scheduler

Job Description:

ESSENTIAL JOB FUNCTIONS

1.  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 forms; and handling difficult customer service interactions, either face-to-face or by telephone.  

2.  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.

3.  May provide medical records-related support to the Health Information Management staff, as needed.

4.  Files and maintains variety of correspondence, records, reports, and other documents, related to site’s operations.

5.  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.

6.  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.    

7.  Participates in daily deposit process, including daily deposit reconciliation.  

8.   Monitors work site’s inventory of office supplies and orders supplies, as needed.

9.   Calling in prescriptions to pharmacy, coordinating lab appointments, and processing lab results.

10.  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.

11.  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: