Job Overview

Responsible for providing excellent customer service to clients, visitors, staff, etc. This position also provides administrative and clerical support for North County Serenity House and medical office support to the medical and clinical staff. Responsible for daily reception functions of an office to a busy behavioral health residential facility. This position may also assist with projects across programs and would be cross-trained to assist with data entry duties. General Administrative Responsibilities: Answer phones, transfer calls, take messages. Coordinate intake appointments. Meet and greets clients and visitors. Checks clients in, which includes checking belongings bringing on/off site and updating client log of personal items. Verifies passes for clients that are going off-site. Assist in maintaining sign up room calendars. Receive and distribute documents to staff boxes, receive all outgoing mail for pick up, and receive deliveries and process returns. Maintain cleanliness of office and shared staff spaces. Secure program areas at the end of each work day. Maintains inventory of required office and medical supplies and purchased office materials as needed. Assists with filing, faxing, photocopying as requested. Creates and provides client data reports to supervisors or as requested by an outside agency or the county. Provides coverage for the front office as needed. Attends and participates in meetings and trainings as assigned. Participates and attends supervision as scheduled. Performs and maintains working relationship with internal and external programs. Generate reports and respond to inquiries regarding entered data as requested.

Key Responsibilities

Assist with maintaining Assistant Medical Directors’ and Physician’s Assistants weekly schedules and providing assistance as necessary to the Addiction Medicine Team, as well as providing clerical support to clinical staff and management when requested. Prioritize and multitask in handling various sensitive information confidentially. Assist nurses, licensed practical nurses, physicians, physician’s assistants, and other medical personnel in various medical administrative activities, including, but not limited to, calling in prescriptions to pharmacies; scheduling and coordinating appointments; documenting necessary entries in electronic health record database; ordering medical supplies; receiving, interpreting, documenting, and routing laboratory results to appropriate staff; compiling and recording medical charts, reports, and correspondence; and arranging referrals to other health care providers.

Answer phones, transfer calls, take messages. Coordinate intake appointments. Meet and greets clients and visitors. Checks clients in, which includes checking belongings bringing on/off site and updating client log of personal items. Verifies passes for clients that are going off-site. Assist in maintaining sign up room calendars. Receive and distribute documents to staff boxes, receive all outgoing mail for pick up, and receive deliveries and process returns. Maintain cleanliness of office and shared staff spaces. Secure program areas at the end of each work day. Maintains inventory of required office and medical supplies and purchased office materials as needed. Assists with filing, faxing, photocopying as requested. Creates and provides client data reports to supervisors or as requested by an outside agency or the county. Provides coverage for the front office as needed.

Education and Knowledge, Skills and Abilities

Education and Experience Required:

• High School Diploma or equivalent. 
• Five Years previous administrative experience with at least 2 years being in a medical office setting.
• Previous work experience working with spreadsheets.
• Strong computer skills, including Outlook, Excel, Word and PowerPoint.
• Type 45 wpm.
• First Aid Certified within 30 days of employment.
• CPR Certified within 30 days of employment.
• Experience with healthcare Electronic Health Record Systems.

Desired:

• Bilingual in Spanish.

 Knowledge Required:

• Culturally competent and able to work with a diverse population.
• Ability to independently and in collaboration with others problem-solve.
• Able to handle multi-lined telephone system and intercom.
• Skilled in being very detail and results oriented.
• Knowledge and respect of all confidentiality issues.

Tag: IND100.