Clinic Administrative Assistant

About the role

The Outpatient Clinic Administrative Assistant is responsible for managing daily front desk operations of an outpatient clinic by performing administrative and clinical/medical support tasks to ensure high quality customer service is provided to the clinic clients.

Responsibilities

• Greet and direct visitors to the clinic.
• Answer client and caller queries and ensure quality customer service.
• Serve as a resource for clients, families, and outside agencies requesting information.
• Check-in/check out clients at front desk.
• Collect and track co-pays.
• Schedule, remind, and coordinate appointments.
• Update and maintain clients record in designated system.
• Manage referrals and assist clients with initial paperwork and information gathering.
• Aid with insurance verification, as directed.
• Operate computer and office equipment.
• Evidence proficiency in computer software programs that support the clinic functions.
• Answer high volume of telephone calls.
• Screens incoming communications and independently prioritize; refer work to others, or self-respond as appropriate; document, inform, and follow-up with supervisor on work in progress.
• Serve as liaison between clients and clinicians/prescribers.
• Cook up and maintain office communications: receive, record, and forward/distribute telephone messages, mail, electronic communication, and faxes.
• Compose, edit and distribute correspondence, memos, documents, and forms.
• Prepare word-processing documents, spreadsheet reports, and information.
• Set up and maintain files and databases, copy documents, and oversee record-keeping efforts.
• Respond to/process record requests.
• Attend meetings as directed, and prepare and distribute minutes.
• Maintain the calendar of appointments for clinicians and prescribers, as directed.
• Collaborate with prescribers to assist with medication refill requests, lab ordering/entering, prescriber ordered transportation, medication orders, and other clinic specific prescriber directed tasks.
• Provide clerical, project, and administrative support to all of the clinical staff and the Office Manager (if applicable) to effectively carry out the operations of the Clinic.
• Provide support to other areas, as requested.
• Handle first level complaints or problems.
• Attempt to resolve problems independently.
• Forward issues which are not resolved to management and/or clinical staff.
• Maintain supplies and the appearance of the office.
• Maintain adherence to procedures and policies established for the clinic operation.
• Perform other related duties, as required.

Qualifications

• A high school diploma or equivalent is required; a bachelor's degree is preferred.
• A minimum of three years of administrative, clerical or secretarial experience in a medical office setting.
• Bilingual English/Spanish speaking is highly preferred.
• Excellent organizational and multitasking skills.
• Great customer-oriented communication skills.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of general computer applications and equipment.
• Knowledge of medical terminology and healthcare operations is preferred.
• Must be able to complete CPR and First Aid Training upon hire.
• Must be able to successfully pass a multistate CORI, SORI, reference check, employment verification, education and credentialing background check.
• Knowledge of general office practices and procedures.
• Ability to exercise sound judgment.
• Ability to work independently and meet deadlines.
• Ability to maintain confidentiality.
• Strong interpersonal skills, ability to work effectively with persons from a broad spectrum of backgrounds.
• Thorough understanding of supervisor’s responsibilities and role in order to adequately support him/her in the performance of job role.
• Ability to lift at least 25 pounds using proper lifting techniques.
• Ability to operate a computer and other office equipment such as a calculator, copier, and printer.
• Ability to remain in a stationary position 50% of the time as needed.
• Ability to bend, reach, file, sit, stand and move around the facility.
• Ability to speak, hear and communicate with clients, staff and external representatives.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Required certifications: CPR, First Aid, and CPSS within two weeks of hire.

Skills

• Excellent organizational and multitasking skills.
• Customer-oriented communication skills.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of general office practices and procedures.
• Ability to exercise sound judgment.
• Ability to work independently and meet deadlines.
• Ability to maintain confidentiality.
• Strong interpersonal skills, ability to work effectively with persons from a broad spectrum of backgrounds.
• Thorough understanding of supervisor’s responsibilities and role in order to adequately support him/her in the performance of job role.
• Knowledge of medical terminology and healthcare operations.

Benefits

Vinfen offers a comprehensive and generous benefits package including a fully funded, employer-sponsored retirement plan, first-rate medical, dental, and vision plans, employer-paid life, accidental death & dismemberment, and long-term disability insurance, flexible spending reimbursement accounts, and more. Vinfen is an equal opportunity employer.