The Administrative Assistant functions primarily as administrative and clerical assistance to the assigned department. Should administrative duties be divided among other staff members, the Administrative Assistant is responsible for overseeing all administrative tasks. This position is responsible for the coordination of clerical duties and administering program activities. The Administrative Assistant will primarily be responsible for working the front desk and ensuring the responsibilities and tasks of the front desk are completed; this staff person may need to coordinate with other staff to complete the duties periodically. This is the first point of contact for individuals attending appointments or arriving at the location to address needs.
- Monday - Friday 8:30am - 5:00pm
Essential Job Functions:
Responds to calls, walk-ins, and electronic/written inquiries promptly and courteously and/or channels them appropriately, and takes accurate messages.
Completes duties including word processing, utilizing databases, filing, completing reports, copying, collating and distributing, by specified deadlines.
Drafts prepare, proofs and , coordinates various correspondences including, but not limited to, mailings, purchase orders, etc.
Assists with the reporting systems according to ESUCP, Mental Health, and Medicaid requirements.
Assists in coordinating, preparing and processing referrals and personnel applications.
Schedules maintenance of office equipment and orders office supplies.
Coordinates the billing activities with Headquarters to facilitate timely, accurate claims submission.
Participates in Human Resources activities, in conjunction with the Headquarters office, particularly as it relates to applicants. Responsibilities include facilitating the application, reference checks, assisting with related correspondence.
Assists in conducting new employee orientations.
Compiles and distributes employment applications
Coordinates referrals for services by completing referral documents and processing information by directing the information to all pertinent staff.
Schedules appointments for Physicians, OPT, Nurse, and groupsChecks for Active status with ESUCP NC & VA services and third-party payer sources, which includes but is not limited to:
Authorization status (Medicaid and/or IPRS) Insurance (Private insurance, Medicaid, Medicare, IPRS, self-pay)
Requests assistance from local specialists when information is not readily apparent or the task(s) are outside of the scope of practice or training.
Checks outstanding balance for each individual
Communicates all pertinent information to individuals receiving services regarding appointments, insurance, authorization, or any other information necessary for the individual to manage their care and services.
Reschedules appointments as needed
Reviews doctor schedules daily to ensure the appropriate number of individuals are scheduled per hour
Calls individuals two days ahead of time to remind people of appointments.
Requests accurate contact information of every individual who attends appointments.
For all Medication Management groups, ensures schedule of 6 to 9 people to see the doctor per group.
Faxes prescriptions to pharmacies
Fills the copiers/printers with paper
Accepts pharmacy medications that are delivered, signs for the delivery, and provides to physician, nurse, or individuals per service provider
Maintains order and aesthetics within the front desk area:
Organizes documents and supplies
Ensures no information in the front desk area violates HIPPA guidelines
Accepts mail delivery from various organizations
Sorts mail according to a staff person and place inappropriate internal mailbox daily
Follows all ESUCP procedures as appropriate to the position
- Certified Nursing Assistant (CNA)
- HS diploma/GED/equivalency, with 2-3 years related experience.
- Possesses excellent oral and written communication skills, including clarity and articulation of thoughts, appropriate grammar, style, form and punctuation.
- Bi-lingual skills in Spanish is prefered