Administrative Assistant

Job Summary

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

• Comprehensive Medical, Dental, and Vision Insurance
• Basic Life and Voluntary Life Insurance
• Flexible Ancillary Options such as hospital indemnity and critical illness coverage
• 401(k) with Employer Match
• Generous Paid Time Off (PTO) plus 40 hours of Sick Leave
• 12 Paid Holidays and 2 Floating Holidays
• Off on Sundays

• Obtain payments due from patients at the reception window, communicate with clinic administrator when a patient is not paying fees, and discreetly inform patients of overdue balances.
• Reconcile daily deposits with software reports of patient payments; advise the clinic administrator of any discrepancies immediately.
• Appropriately label and control patients’ urine samples submitted for testing, including checking temperature.
• Track all patients’ monthly drug screen sample collection and ensure each patient has a drug screen once monthly and upon admission.
• Answer and direct calls from a multi-line phone system.
• Greet patients upon arrival to the clinic and inform them of any messages or flags from staff.
• Clean, dust, and empty trash within the work area between scheduled cleanings.
• Enter all changes in the central registry daily (dose adjustments, phase changes, intakes, discharges).
• Assist the program administrator with filing, typing, and other administrative responsibilities.
• Keep admission packets, blank file documents, and patient handbooks stocked for new admissions.
• Maintain inventory of urine bottles, gloves, and other materials; order supplies as needed.
• Act as a patient coordinator under the direction of the clinic administrator and medical director; open a patient chart for prospective new patient and walk through intake process.
• Copy two forms of identification from the prospective patient and place them in the patient’s record.
• Follow guidance in assigning a primary counselor to the new patient and setting up the payment account.
• Fax dual-enrollment forms to other methadone programs.
• Report any suspicious activity, neglect, or abuse to the clinic administrator, executive director, or medical director or appropriate authorities immediately.

• High school diploma.
• Experience with administrative or clerical work.
• Proven experience delivering exceptional customer service.

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

Position requires constant mental alertness, attention to detail, and a high degree of accuracy. Must follow oral and written instructions, work independently, and use sound judgment in critical clinical decisions.

Entry level

Full‑time

Administrative

Hospitals and Health Care