Clinic Administrative Assistant

Overview

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. Additionally, the Administrative Assistant maintains service, billing, utilization and program administrative protocols and serves as first point of contact for visitors, answers and directs calls to the appropriate party and provides other administrative support as needed.

• 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.
• Assist with insurance verification, as directed.

• 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.
• Assist 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.
• Screen 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.
• Coordinate 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
• Ensure adherence to procedures and policies established for the clinic operation.
• Perform other related duties, as required.

• Excellent organizational and multitasking skills
• Ability to prioritize
• 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
• Knowledge of general computer applications and equipment
• 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 preferred.

A minimum of three years of administrative, clerical or secretarial experience in a medical office setting. Bilingual English/Spanish speaking highly preferred.