Administrative Assistant

Position Summary

This position is responsible for the efficient and professional presentation of the reception area and proper coordination with patients and other clinic guests.

Essential Duties and Responsibilities

• Obtain payments due from patients at the reception window.
• Communicate with clinic administrator when a patient is not paying their fees.
• Be discrete and polite when informing patients of an overdue balance.
• Reconcile daily deposits with software reports of patient payments.
• Advise the clinic administrator of any discrepancies immediately.
• Appropriately label and control patient’s urine sample that is submitted for testing.
• Track all patients’ monthly drug screen sample collection and assure that each patient has a drug screen once monthly and upon admission.
• Answer and direct calls from multi-line phone.
• Greet patients upon their arrival to the clinic and inform them of any messages or “flags” they may have from other staff members.
• Clean, dust, and empty trash within their respective work area in between scheduled cleanings.
• Enter all changes in OK central registry on a daily basis, including dose adjustments, phase changes, intakes, and discharges. All changes have to be entered the day they are made.
• Absorb administrative responsibilities necessary under the direction of the clinic administrator and medical director.
• Assist program administrator with filing, typing or other administrative responsibilities necessary.
• Keep admission packets, blank file documents, and patient handbooks stocked so that staff can be prepared for new admissions at all times.
• Keep inventory of urine bottles, gloves, and other pertinent materials for ordering purposes. Order supplies necessary to perform the job adequately.
• Act as a patient coordinator that works under the direction of the clinic administrator and medical director. Responsible for opening a patient chart for prospective new patient and will walk the prospective patient through the intake process.
• Copy two forms of identification from the prospective patient, one being a current state-issued ID, and place it into the patient’s record.
• Follow the guidance of the program administrator in assigning a primary counselor to the new patient and setting up the payment account.
• Fax the dual-enrollment forms to other methadone programs.
• Report any suspicious activity, neglect, or abuse by a patient or staff member to the clinic administrator, executive director, or medical director or appropriate authorities immediately.

Job Standards/Minimum Qualifications

• High school diploma
• Experience with administrative or clerical work
• Must demonstrate proven experience in delivering exceptional customer service

Physical

• Frequent sitting at desk or computer while typing, completing paperwork, or meeting with patients.
• Occasional lifting/carrying, paperwork, files, office supplies, up to 50 lbs.
• Occasional push/pull exerting up to 5-10 lbs. force, opening doors, file drawers, pushing files in drawers
• Occasional kneeling/crouching and ability to reach lower file drawers, stretching to store or retrieve materials.

Mental

• Position requires constant mental alertness, attention to detail, and high degree of accuracy required.
• Must be able to follow oral and written instructions and follow-through on all assignments.
• Must be able to work independently and be able to use sound judgment in critical clinical decisions.