Administrative Assistant

2 weeks ago

Nashville, United States Cumberland Heights Foundation, Inc. Full time
We are looking for you Do you want to be a part of the team that transforms lives? Cumberland Heights is more than a campus on 177 acres, it's a community. Our mission is providing the highest quality care possible for persons and families who are at risk for or who are suffering from the disease of chemical dependency. Treatment encompasses the physical, mental, emotional, and spiritual dimensions of recovery by offering a safe, loving and healing environment, combining professional excellence and the principles of the Twelve Steps.

Cumberland Heights Foundation offers a comprehensive benefits program, which includes:

• Medical, Dental and Vision effective 1st day of month following 28 days of employment

• Employer Contribution for Health Saving Account or Health Reimbursement Account

• 401K with Company match and eligibility after 90 days of employment

• Paid Time Off (PTO) accrual beginning day (1) one and up to 20 days of PTO the first year

POSITION SUMMARY

The Administrative Assistant, with the direction of his/her supervisor, coordinates customer service and various public relations responses for supervisor(s) and the assigned area(s), coordinates a variety of intra-and inter-departmental workflows, as well as directly assisting in those workflows, and provides a wide variety of technical, clerical, and administrative support to his/her supervisor(s) and assigned area(s). This position may also function as a clinical support, including case manager in training, under the supervision of clinical team staff member.

PRIMARY DUTIES AND RESPONSIBILITIES include some or all of the following depending on assigned department:
  1. Coordinates customer service and various public relations responses for supervisor(s) and assigned area(s):
  • Greets and welcomes patients, families, alumni, visitors, and staff to assigned areas, providing general information on services, processes, and schedules, including tours as needed;
  • Arranges and coordinates and/or assists with outside tours, trainings, and visits to program(s) as assigned, coordinating with supervisor(s) and business development and staff development staff as needed, including arrangements for specialty demonstrations, meeting spaces, and refreshments as needed;
  • Assists patients, families, alumni, visitors, and staff in resolving questions and/or concerns, providing direct connection to the appropriate staff member if s/he cannot resolve the question and/or concern;
  • Assists in program/department orientation for staff, interns, patients, and families as assigned;

  1. Coordinates a variety of intra-and inter-departmental workflows for assigned area(s), as well as assisting directly in those workflows as assigned.

Coordinates communications workflow by
  • Serving as primary receptionist for department/program, routing calls and messages to appropriate person;
  • Sends and receives internal and external mail, routing each to appropriate staff or patient;
  • Coordinates appointments and a broad variety of team and committee meetings for assigned supervisor(s) and department/program, including creating and distributing minutes for same;
  • Creates and coordinates supervisor(s) and staff travel plans as needed.
  • Collects and aggregates data related to patient care processes and outcomes, as well as staff and department processes and outcomes as assigned, including medical records audits
  • Creates a variety of documents, reports, files, spreadsheets, and databases for supervisor(s) and program(s), including retrieval and distribution, as well as creation of systems for same
  • Establishes and maintains literature and media libraries for staff and patients as assigned.

Coordinates scheduling of and delivery of patient care services by
  • Publishing the weekly patient services schedule as assigned, as well as entering and coordinating scheduled patient appointments via Patient Portal;
  • Assists patients with orientation, including providing technical assistance with patient portal and/or patient tablet, Zoom technology, and virtual visitation as needed;
  • Creates and executes patient releases of information and consents as assigned
  • Assists in patient monitoring and movement via conducting roll calls, locating patients and escorting them to assigned appointments or meetings, and/or being present during recreation or free time;
  • Assists with notification of clinical staff members when clinical screening flags are triggered;
  • Assists with patient management in assigned area(s) when emergency response codes are called;
  • Provides staff with technical assistance with specialty software, including electronic medical records system, Microsoft Office applications, patient portal and tablet technology, and Zoom.

Coordinates staff functions to provide for patient care coverage and service delivery by
  • Maintains and publishes staff schedule for assigned area(s), coordinating coverage for scheduled and unscheduled PTO;
  • Services as timekeeper and processes timecards for assigned area(s), meeting established deadlines;
  • Reconciles credit card statements for assigned staff as directed;
  • Orders, maintains, and distributes department/program and patient care supplies, including initiation, monitoring, and completion of purchase orders as needed;
  • Completes errands to procure needed supplies for department and or assigned patient care area(s), including interfacing with contract vendor representatives as assigned
  • Makes timely deposits and processes monthly billing as assigned
  • Performs basic office accounting, including data entry into system, generation of invoices, and reconciling accounts as assigned;

Clinical Administrative Assistant, may perform assigned duties as case manager in training as follow:
  • Meets with patients to discuss continuing care needs and make initial contacts with existing providers.
  • Coordinates with assigned primary counselor and clinical team to communicate needs, ongoing and future.
  • Works with patient, family, and referral sources as applicable to find and secure resources for patient's continuing care plan.
  • Works internal areas such as UR and Financial Advisors to coordinate care; and
  • Documents the above in the electronic medical record.

  • Maintains compliance with applicable local, state, and federal laws on confidentiality, patient privacy, and data security while performing position functions.
  • Manages sensitive information about individual patients, families, staff, programs, and the organization itself in a discreet and confidential manner
  • Ensures that a welcoming, safe and healing environment is maintained for each patient and family throughout the continuum of care.
  • Recommends ways to improve the quality and delivery of services.
  • Maintains confidentiality of company and patient information.
  • Ensures proper handling and distribution of company funds.
  • Reacts productively to change.
  • Performs other duties as assigned.

Requirements

  • High school diploma or GED is required.
  • Minimum of two (2) years secretarial experience required; experience in a healthcare environment preferred.
  • CPRS certification is preferred but not required.
  • Intermediate computer skills including Microsoft (Outlook, Work and Excel)
  • Proficient with various software (AS400, medical software applications, Black Baud, Raiser's Edge, etc.) preferred
  • Ability to use various types of office equipment, printers, and utilize electronic tables for patient use
  • Ability to problem-solve, analyze, and interpret information.
  • Ability to adapt to changing circumstances and patient needs in a fast-paced environment.
  • Ability to be open and culturally sensitive to a wide variety of patients' experiences.
  • Working knowledge of 12 step philosophy (as Clinical Administrative Assistant)
  • Excellent written and oral communication skills with the ability to effectively speak, read and write in English.
  • Ability to interact with co-workers in a collaborative and courteous manner while providing guidance, instruction, and training.
  • If recovering, one (1) year of verifiable abstinence required with two (2) years preferred; active participation in a twelve-step program preferred.

WORK ENVIRONMENT:
  • Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions.
  • Position requires frequent contact with people in crisis, including those who are emotionally volatile and may require additional safety precautions.
  • Position is subject to long hours at a computer and some local travel between facilities.
  • Ability to lift up to 20 lbs and move around campus on uneven and rural terrain.
  • Ability to speak, hear, see, sit, walk, stand, stoop, kneel reach, and use fine/gross motor skills.
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