Administrative Assistant
4 weeks ago
We are seeking an experienced Administrative Assistant to join our team at WellPower. The successful candidate will provide exceptional customer service, administrative support, and maintain a positive experience for our clients and guests.
Key Responsibilities- Provide courteous and professional customer service to clients, staff, and visitors
- Maintain schedules, answer phones, develop flyers/documents, produce reports, track data, room reservations, mail distribution, records maintenance, and general administrative support to teams at a site
- Assist staff, managers, and/or other supervisors as assigned
- Ensure front desk and lobby are aesthetically pleasing, safe, and friendly for all guests
- Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely fashion
- Maintain positive interpersonal interactions with internal and external customers
- Apply situational awareness and appropriate techniques to handle situations before they escalate
- Maintain Outlook calendar, tasks, room reservations and meetings, and fulfill email requests as appropriate
- Maintain each consumer's HIPAA rights, and other protections of confidentiality and privacy
- Maintain records and files
- Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct
- Compose some routine correspondence
- Generate and submit necessary reports
- Maintain appropriate boundaries that avoid creating dual relationships
- Replace toner and paper in equipment
- Copy/scan/fax information as required
- Sort and distribute incoming mail and prepare outgoing mail
- Arrange transportation authorizations and the transportation for dependent clients
- Attend meetings as assigned
- Accurately schedule consumer appointments with psychiatrists, nurses and other clinical staff
- Input and extract data from the appointment scheduling system
- Check-in consumers at each visit
- Verify demographic and insurance information and collect co-pays
- Understand insurance and accounts receivable information to maintain minimal consumer balances
High School Diploma or equivalent and a minimum of two years: Administrative Assistant, Customer Service, or Receptionist experience, plus the ability to type 60 wpm are required
Work experience at a health clinic or mental health organization preferred
Or, Bachelors degree plus a minimum of 2 years working as a mental health clinician and the ability to type 60 wpm required
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