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Clinic Administrative Assistant

DEPARTMENT:  Administration

EMPLOYMENT STATUS: Full time employee, Hourly, up to 40 hours per week

JOB PURPOSE: Serve as an Administrative Assistant to the Clinic Administrator in a fast paced mental health counseling clinic.  Responsible for all incoming referrals, Outpatient administrative support, and Office Assistant oversight and support. 

MAJOR RESPONSIBILITIES AND DUTIES:

  • Maintain monthly client active and discharge reports for outpatient staff
  • Review staff written documentation to ensure accuracy, professionalism and HIPAA compliance
  • Review outpatient staff client survey scores/percentages and communicate results to team leader
  • Review assigned direct care staff timesheets on a weekly basis to ensure complete and accurate for payroll
  • Meet weekly with Clinic Administrator to discuss tasks, assignments and project planning
  • Attend and participate in Office Assistant and Billing Team meetings
  • Attend monthly Administrative meetings with all team members
  • Attend quarterly All Staff meetings
  • Maintain working knowledge of the TherapyAppointments (TA) system and assist staff with questions and provide support
  • Maintain working knowledge of the RingCentral phone system and assist staff with questions and provide support
  • Understand how to retrieve information from TA when necessary
  • Provide administrative support for our School Based Mental Health (SBMH) services including referrals, scheduling and communicating with school personnel 
  • Provide administrative support for Parent Risk Assessment (PRA) and Neurosequential Model of Therapeutics (NMT) scheduling 
  • Assist Clinic Administrator with training new providers and updating training manuals, when requested
  • Tracking case note completion, and client contact percentage spreadsheets and sending goal notifications to Clinic Administrator monthly or as requested
  • Assist at the front desk office assistant team with support and coverage when needed
  • Assist the billing department with any special projects or items that need additional support.
  • Create Office Assistant’s monthly work schedule 
  • Send out and maintain active client lists with the provider team monthly and notify Clinic Administrator when discharges are not being completed and to address. Update systems of discharge information.
  • Maintain a good relationship with the billing team, direct care team, family community services, and office assistants teams.
  • Any and all other tasks as assigned by the President, Chief Financial Officer (CFO), Clinic Administrator, Human Resources, Family and Community Services
  • Maintain acceptable ratings (85% or better) in all performance areas on performance reviews (job performance, supervisor ratings, collateral ratings, etc)
  • Understand and follow policies and procedures of Stein Counseling and Consulting Services as outlined in the agency employee manual

Work Environment: General office environment.  Work is generally sedentary in nature, but may require standing and walking part of the time.  Maintenance may require lifting, climbing, or standing for periods of time. Work is generally performed within an office environment, with standard office equipment available. 

Knowledge/Skills:

  • Possess strong and effective communication and interpersonal skills
  • Must be familiar with the community and community support agencies
  • Must exhibit a willingness to be professional and develop methods to organize and maintain information that is readily available
  • Must be flexible and adaptable to meet the needs of the staff and programs
  • Must have a positive attitude, eager and willingness to learn and provide administrative clinic support
  • Consistently make sound decisions and problem solve effectively
  • Communicate professionally with supervisors, peers and persons outside organization
  • Resolve conflicts and effectively employ negotiation skills with others 
  • Possess basic knowledge of computers (Google Docs, Google Apps, Excel, Google email, internet, etc) 
  • Possess the ability to work independently, including organizing, planning, and prioritizing work 
  • Availability for all team members on a daily basis
  • Use conflict resolution techniques 
  • Maintain emotional control under stress
  • Advise staff in emergency situations 
  • Follow confidentiality procedures and HIPAA requirements
  • Understand and adhere to healthy boundaries with staff 

Education and Experience:  Preference to candidates with office experience and clinic background/experience.  Must have excellent communication and interpersonal skills, with the ability to work within the concept of a team. The candidate must be flexible, willing to work in a fast paced and evolving business environment and serve the needs of clients and professionals. Requires valid driver’s license and reliable transportation with adequate auto liability insurance and a good driving record. 

Supervised by: This position will report to and receive supervision from the Clinic Administrator.

Office Hours: Business hours are Monday – Thursday, 8:00 am  – 6:30 pm. and Friday 8:00 am-3:30 pm

Work Schedule: Monday 7:30 am – 5:00 pm., Tuesday-Thursday 7:30-4:30 pm, Friday 7:30-3:00 pm

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