Office Assistant P/T

Essential Duties And Responsibilities

• Affirming care for Lesbian, Gay, Bisexual, Transgender and Questioning clients.
• Afforded to answer all calls, in a pleasant, professional manner, and transfer to the appropriate party or take a complete message.
• No messages taken for clients, except for emergency calls.
• Provide accurate information regarding all anonymous meetings, hot-line numbers and directions to facility.
• Greeting new admissions, client families and visitors, monitor sign-in/out log and issue name tags.
• Enforce confidentiality rule.
• Prepare outpatient mail for Seafield drivers. Distribute in-coming mail.
• Miscellaneous typing tasks.
• Sign-in/out personal body alarms.
• Total daily deposits at the end of each work day.
• Generate and update Self-Pay/Co-Pay Ledgers on a daily basis to ensure client balances are up-to-date.
• Collect payments and review balances with clients.
• Run Medicaid cards on a weekly basis; the first and last day of each month and generate a report for the Office Manager of the Medicaid Pendings and problem accounts.
• Keep track of Medicaid token for clients by entering name, date and # of tokens given to each client on a daily basis in a log book.
• Assist Office Manager with creating schedules, updating groups and adding new staff schedules and discharging clients in computer.
• Update Appointment Book on a daily basis keeping the schedule two weeks ahead at all times.
• Input daily group sheets and individual sessions on a daily basis with totals faxed to fiscal at the end of each night along with verifying clinical staff members on the computerized system.
• Input, update and track OASAS admission/discharge forms on a monthly basis.
• Run group sheets on a daily basis.
• Track urine drug screens on a daily basis by logging them in the appropriate manual.
• Performing new charting on all new admissions to outpatient and breakdown of discharged clients into manila folders.
• Perform all other duties as assigned.

Competency Requirements

• Answering/Transferring of calls
• Taking Messages
• Knowledge of Voice Mail
• Enforcing Confidentiality
• Admission/Discharge Procedures
• Computer Software Skills
• Prioritizing Workload
• Level of Independence

Education & Qualifications

• Applicant must have a pleasant and congenial telephone manner and have a well-groomed professional appearance.
• The individual being considered must have at least two years experience in a similar capacity, which would demonstrate the applicant’s awareness of office procedures.
• The applicant must communicate well with the clients, staff and outside agencies.
• Typing 40 wpm.