Outpatient Administrative Assistant

4 weeks ago

Los Angeles, United States Epiphany Counseling Consulting & Treatment Services Full time
Job DescriptionJob DescriptionThe Outpatient Administrative Assistant is a customer service role and will be the first point of contact for our organization. The incumbent will create a warm, professional environment in the reception area, making visitors, callers and clients feel welcome. Our Outpatient Administrative Assistant duties include offering administrative support across the organization, maintaining common areas, ordering office supplies, coordinating/managing front-desk activities, including mail/delivery activities, redirecting phone calls, and overall general and clinical administrative duties.

To be successful in this role, multitasking and stress management skills are essential.

The position includes access to information of a confidential nature. Strict adherence to HIPPA, procedures and protocols is required.

Essential Tasks

These are core functions of the job. Additional duties may be assigned as needed.

Office Administration

  • Appointment scheduling, patient records management and billing processes.
  • Maintain efficient office procedures to enhance workflow and ensure compliance with regulatory standards.
  • Knowledge and understanding  Front Office administrative duties.
  • Give appropriate paperwork to new and existing clients, prospective interns and job applicants as needed.
  • Greet and welcome guests as soon as they arrive at the office.
  • Maintain the security of the front desk and center. This includes the confidentiality of clients and staff.
  • Handle all phone requests for inquiries about the center and place callers in contact with the appropriate staff member.
  • Assist staff in any projects as needed such as distribution of memos for staff and clinician, mailings, and etc.
  • Review and check voice mail and email messages daily.
  • Direct visitors to the appropriate person and office.
  • Answer, screen and forward incoming phone calls.
  • Maintain office security by following safety procedures/visitor protocols and controlling access via the reception desk.
  • Perform other clerical duties such as filing, photocopying, transcribing and faxing.
  • Provide front desk coverage on other shifts if needed.
Operations

  • Each morning, turn on lights and appliances in all the facility, maintaining coffee machines, the copier machines, postage meter, and etc.
  • Check all exits of the center and turn off lights and appliances in all the areas before the end of the shift.
  • Check copy machines for paper, clean glass and dust machine.
  • Ensure reception, waiting and common areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
  • Maintain common areas (e.g., light dusting, clean counters and etc.) as needed.
Clinical Administrative

  • Address patient inquiries and concerns promptly and compassionately.
  • Collaborate with clinical staff to ensure seamless coordination of patient care.
  • Assist in responding to client appointment questions and direct to their counselors.
  • Announce clients to counselors and assist clients in locating their counselors if they are late.
  • At the end of shift, document any problems during that time period.
  • Assist and manage room assignments.
  • Each morning, make sure that the therapy rooms are clean and supplied with tissues and necessary supplies.
  • Communicate client no shows and cancellations to the appropriate clinical staff.
  • Understand and practice HIPPA regulation compliance.
  • Assists with various Clinical administrative duties.
Desired Knowledge

  • Great anticipatory skills.
  • Experience working in a mental health clinic or health care clinic.
  • Must be able to work well with colleagues in a high energy, collaborative environment with open communications.
  • Must work well with diverse populations of employees, vendors, donors and other stakeholders.
  • Ability to take initiative and get things done with eagerness to go above and beyond and do whatever it takes to get the job done.
  • Excellent organizational, problem-solving, project management and communication skills.
  • Proactive approach in taking on responsibility.
  • Excellent anticipatory skills with ability to think and plan.
  • Commitment to personal and professional development.
  • Capable of thinking strategically.
  • Ability to reliably import and extract data.
  • Possess a high level of integrity, judgement and discretion with sensitive and confidential information.
  • Be efficient and detail oriented.
Minimum Qualifications

  • Associate's degree or Bachelor’s degree in Healthcare Administration (preferred)
  • Any combination of skills and experience that demonstrates the ability to perform this job effectively.
  • Intermediate/Advanced level of Excel.
  • 2+ years of experience as an office/administrative assistant.
  • Advanced computer skills with emphasis on all Microsoft Office Suite programs and Google apps.
  • Demonstrated problem solving; adaptability, organization, interpersonal and communication, both verbal and written.
  • Professional, good work ethic, flexible, tactful and discreet, approachable, proactive, dependable, pleasant, positive attitude, sense of humor, decorous, and professional attire.
  • Ability to follow instructions and set procedures.
Job Requirements

  • Work independently and as a team member.
  • ***Bilingual (Spanish) mandatory
  • Complete a LiveScan background check.
  • Adapt to a fast-paced working environment with multiple deadlines.
  • Maintain and improve professional skills and knowledge.
  • Establish and maintain cooperative working relationships with agencies and individuals contacted during performance of job duties.
  • Be flexible and receptive to suggestions, input and change.
  • Operate modern office equipment, including computer, phone, fax, copier, etc.
  • Understand and carry out both oral and written instructions in an independent manner.
  • Communicate effectively and tactfully in both oral and written forms.
  • Maintain orderly work environment and perform tasks in a prescribed and safe manner.
  • Detail oriented and has ability to multi-task.
Physical Requirements

  • Candidate must be able to lift up to 30 pounds.
  • Ability to move within the office environment and ability to climb stairs.
  • Ability to write by hand and use a keyboard to perform general office functions.
  • Ability to communicate continuously by speech and hearing.
  • Visual acuity (close, distant, peripheral vision, and the ability to adjust focus and view accurate color perception and objects at near distances) needed for detail work and computer use.
  • Ability to sit for extended periods of time.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $23.00 - $25.00 per hour DOE

Expected hours: 23-31 hours a week

Benefits:

  • Paid time off
Schedule:

  • Part-time
  • Mondays 4pm-8pm, Tuesdays 4pm-8pm, Wednesdays 8:30am-4pm, Fridays 8:30am-5:30pm, every other Saturday 8:30am-5:30pm
Experience:

  • Microsoft Excel: 1 year (Preferred)
  • Front office experience: 2 years (mandatory)

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