Location: Bennington,VT, USA
OBJECTIVE/PURPOSE:Under the direction of the Health Care Front Office Supervisor, the Health Care Customer Support/Administrative Assistant is the liaison between incoming callers and agency staff. This position provides support services to the administrative and clinical staff of the agency. This position possesses clear communication skills, office proficiency, organization skills, an attention to detail as well as work in a team environment.MAJOR RESPONSIBILITIES:1.0 CUSTOMER SUPPORT:2.0Greets clients, guests, and staff in an appropriate manner. Answers the phone pleasantly, calmly assesses the need of the caller, and appropriately routs all incoming calls, taking messages when necessary. May place outgoing calls, as appropriate. Disseminates information, both in-house and out-of-house, as appropriate.Performs daily opening/closing procedure as scheduled.3.0 CLIENT AND STAFF ENGAGEMENTChecks in clients as they present for their appointments using the electronic health record. Notifies clinicians/doctors that their clients have arrived. Supervises lobby and waiting room area assuring minimal wait time for client's accessing services. Help clients navigate the intake/service system with a thorough understanding of the process.4.0 CLERICALWill work in cooperation with the administrative services staff to assure the smooth running of the office systems. Prepares and maintains paper and electronic files; photocopies as needed; sorts and processes mail and compiles information for the completion of miscellaneous projects and reports. Disseminates information both in-house and outside, as appropriate. Completes the preservice audits as part of the reminder call process.5.0 SCHEDULINGThe Heath Care Customer Support Administrative Assistant is cross trained for the Health Care Scheduler and Health Care Receptionist roles/responsibilities as described in the job descriptions for those positions. Completes appointment reminder calls/texts 2 days in advanced.6.0 RECORD KEEPINGMaintains the daily attendance and building occupancy sheet for staff as appropriate at the end of the day. Verifies client Medicaid authorizations, as needed. Collects fees and enters payments into the electronic health record. Routinely asks for and updates client information including phone number, email and physical address and insurance coverage in the electronic health record.7.0 MISCELLANEOUSCalmly responds to emergency situations and helps maintain safety for our clients and staff. Maintains the coffee in the waiting area to include keeping the waiting area and beverage cart neat and clean. Assists with special projects involving various departments in the agency as assigned. Coordinates agency events and meetings, providing needed extras. Assists with helping providers resolve computer, copier, and printer issues. Available to work at other agency front office sites as needed to ensure adequate coverage. Helps maintain mail courier duties, as necessary. Works closely with the Office Manager and Front Office Supervisor in resolving issues and initiating new procedures. Updates and maintains the UCS mandated disclosure binder.
Qualifications:EDUCATIONAL REQUIREMENTS:High School Diploma or equivalent, basic office knowledge, computer literate, and 1 year of customer service experience. One year of administrative experience preferred.LICENSES REQIRED:Valid Driver's LicenseCOMPUTER SKILLS REQUIRED:Typing and navigating Microsoft Windows literacy Email usage
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