The Administrative Assistant reports to the Office Manager to ensure the overall front office activities and facilities in the outpatient department run smoothly. Frequently functions as first contact between the Agency, potential clients and community neighbors and endeavors to project a welcoming and non-threatening reception in these contacts, as well as providing an appropriate referral for potential clients. The Administrative Assistant assist the Administrative Supervisor with the accurate collection and tracking of information related to the client’s/family’s financial information, participation and/or qualification for Medicaid benefits and/or other insurance and, overall, for ensuring that the agency maximizes third party revenue utilizing a realistic and fair fee structure that takes into account the individual’s ability to pay. This is a PT Evening Administrative Assistant position.

• Providing information regarding services, conducting phone screening, recording information in the intake book. Interacting with referral sources, clients and staff in a professional, ethical and caring manner.
• Answering/screening incoming phone calls; welcoming and screening visitors; maintaining reception area appearance; maintaining knowledge of staff schedules.
• Conducting pre-intake telephone screening, scheduling intake appointments and recording relevant intake information in the intake log.
• Collecting client fees, issuing receipts and recording information in the computer. Collecting all Medicaid client cards on a daily basis and swiping card using Medicaid machine.
• Reporting any benefit denials to appropriate staff.
• Maintaining efficient and understandable filing system for administrative and clinical records; updating filing system on a periodic basis. Ensuring charts are well organized.
• Maintaining a supply of forms and pre-arranged intake folders. Disassembling charts of discharged clients and files appropriately.
• Inputting all daily client activity and client demographic information in the computer.
• Monitoring the following internal records: Caseload updates, clinic appointment books, toxicology client roster, etc.
• Scheduling medical, psychiatric and intake appointments for clients as needed.
• Assisting in safeguarding clients’ confidentiality in accordance with pertinent regulations, which include HIPAA and CFR42, Part 2.
• Assisting in the maintenance and order of office and toxicology supplies.
• Assisting in maintenance of the physical plant; reporting needed repairs in a timely manner; responding appropriately to emergencies; utilizing appropriate agency resources in seeking to improve physical plant function and safety.
• Ensuring the accuracy of data collection by printing out service activity reports and comparing it to information inputted into the Avatar system by the support staff.
• Ensuring the accuracy of client chart filing by conducting weekly spot audits of client charts.
• Ensuring that client insurance information is accurately inputted into the IMA system by the reimbursement specialist.
• Providing information regarding services, conducting phone screening, recording information in the intake books. Scheduling medical, psychiatric and intake appointments as needed.
• Assisting in the maintenance of the physical plant: reports needed repairs in a timely manner; responds appropriately to emergencies; as well as maintaining office supply inventory.
• Collecting client fees, issues receipts and recording information in the computer. Verifying Medicaid and other medical insurance eligibility. Reporting any benefit denials to billing dept. Overseeing petty cash including disbursements and reconciliation.
• Assisting in safeguarding of clients’ Protected Health Information (PHI) to comply with Health Insurance Portability and Accountability Act (HIPAA) regs.
• Assisting Program Director as needed, including typing correspondence, reports, memos, proofreading and editing.
• Overseeing the distribution of Metrocards and preparation of monthly reconciliation which is given to the Bookkeeping Dept.
• Attending and actively participating in weekly supervisor’s meeting to ensure that all support staff related issues are addressed.
• Maintaining positive working relationships with unit director and participating in Agency committees, as assigned and any other assignments as requested by Director of Outpatient Services.

• Minimum of HS Diploma
• Bi-lingual preferred.
• Strong organizational skills with the ability to multi-task to ensure that all administrative functions are completed in a timely and efficient manner.
• Computer literate

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.