PORTIA BELL HUME BEHAVIORAL HEALTH AND TRAINING CENTER (aka The Hume Center) has a rewarding opportunity for a qualified Clinic Operations Assistant under the leadership of The Hume Center’s Clinic Support Supervisor. This is an exciting opportunity to help our organization to grow by continuing to develop this department.

MISSION: The Hume Center strives to create an environment of psychological well-being both internally for our work community and externally for the community we serve, with special consideration for the under- and un-served, through practicing an enabling consultation process. We believe in serving our community through strengthening existing and developing new resources; providing the highest caliber of culturally sensitive behavioral health services, professional training, and clinical research; and focusing on consistent improvement through outcomes, data-based quality assurance, and program evaluation.

MINIMUM REQUIREMENTS

1. High school diploma or higher
2. 3 years in a previous related administrative support role preferred.
3. Knowledge and Experience in office administrative functions.
4. Demonstrate flexibility to handle organizational needs.
5. Work full time and be present at the Hume Center
6. Must be willing to work evenings as needed.
7. Demonstrate knowledge for representation of The Hume Center.
8. Proficiency in Microsoft Word, Excel, Adobe/PDF, Google Suite (i.e., Google Calendar, Docs, Drive), and Electronic Health Records
9. Experience with HIPAA and patient privacy/confidentiality preferred
10. Demonstrate primary professional commitment and representation of The Hume Center when in the community
11. Possess a valid California Driver’s license. Must be willing to use own vehicle and valid car insurance for work related travel
12. Be willing to use own cell phone to be accessible and available to receive calls for crisis and/or emergency situations with supervisors and relevant colleagues
13. Ability to pass pre-employment background check, Physical, and TB clearance

PERSONAL ATTRIBUTES

1. Operates as a “team player” focusing on the benefit of the organization
2. Shows initiative in identifying areas of improvement and where they can be helpful
3. Demonstrates creativity, flexibility, openness, and strong professionalism
4. Strong organizational and effective interpersonal skills
5. Ability to maintain confidentiality
6. Excellent verbal and written skills
7. Works well independently and is detail oriented
8. Works collaboratively with other agency staff
9. Excellent organizational and time management skills

DESCRIPTION OF JOB RESPONSIBILITIES AND DUTIES

The Clinic Operations Assistant serves as direct support for all operations tasks within our clinics. This includes all ongoing tasks to keep the clinic running smoothly as well as any necessary tasks to support the administrative functioning of the programs within that clinic.

PROGRAM:

1. Meet with program management staff as needed to review assignments and task completion.
2. Provides general information regarding the services The Hume Center provides, answers routine inquires.
3. Training and coordinating communication between the team and clients.
4. Logs referrals on the computer and in the respective binder and maintains referrals.
5. Copies forms that are assigned according to program and department needs at that location.
6. Filing according to program and department protocol.
7. Performs a variety of routine typing assignments, data entry, form changes, and faxing.
8. Participate in staff meetings and annual Hume Center events.
9. Meet regularly with supervisor to review assignments and task completion.
10. Ensure the filing of business and clinical program charts are filed utilizing an adequate and consistent professional protocol.
11. Closing files and locating closed files as needed.
12. Adequately process requests for information/records according to the procedure.
13. Organizing all administrative operations of the team, including managing medical records.
14. Maintaining accounting records for consumer and program expenditure
15. Obtains authorization for clients.
16. Completes correctly billing preparation information, including but not limited to: 1.) Verifying client’s medical insurance 2.) Eligibility, and authorized service sessions
17. Cross checks with sign-in-sheets.
18. Faxes billing sheets
19. Copies materials as requested and keeps all forms well stocked.

CLIENTS:

1. Provides excellent customer service to all clients.
2. Scheduling new and established clients
3. Checks clients in and out. Greets clients in a warm and friendly manner, verifies sign-in form is fully completed, informs staff/trainee that their client is ready for their appointment.
4. Collects any co-payments, deductibles, cash, and credit card payments, when applicable.
5. Answering phone calls and assisting clients with basic questions, or refers them to the appropriate department.
6. Maintains compliance with all required HIPPA rules, regulations, and guidelines

OFFICE:

1. Backs up other administrative assistants and personnel in the agency.
2. Greet any outside individual (s) who comes for an appointment and obtain a signed visitors form. ∙ Ensure the office is opened by designated business hours each morning.
3. Ensure the office is closed by designated business hours each evening.
4. Organizes reception and maintains cleanliness, waiting room area, kitchen, restroom, and
5. any common work area.
6. Room Scheduling. Coordinates office and conference room assignments and other relevant space needs for events as it pertains to stated needs in collaboration with any staff that makes such requests.
7. Provide a positive and safe working environment.
8. Assist, as needed, in office relocation, moves, etc.
9. Setup and takedown, cleanup of meeting rooms.
10. Participate in the ordering and controlling, distribution of all office supplies/expenses. ∙ Oversees mail distribution according to mail distribution procedure.
11. Handle emergency situations as the designated point person to coordinate execution such as earthquakes, electrical outages, fire, safety and etc.
12. Run office errands as necessary.
13. Provide substitution for office support when needed at other office locations such as answering transferring phone calls or being located at another office site and perform those relevant duties related to the Administrative Assistant Office Manager for that site, as assigned by Office Operations Manager in collaboration with other supervisor(s).
14. Handle staff lunch orders according to the procedure.
15. Ensure the smooth functioning of office equipment by routine checks, request service, as needed, and timely follow-up.
16. Coordinate any office property management needs.
17. Collaborate with the Administrative Clinic Coordinator regarding clinic operation needs such as supplies, IT, etc.
18. Collaborate with the Project Administrative Coordinator regarding clinic events including set up, taking down, etc.

DATA:

1. Enters data in accordance with data entry timeliness to internal and external databases. ∙ Specific data entry and reporting.

OTHER:

1. Complete other assignments as assigned by Supervisor and/or President.
2. Meet with Supervisor on a weekly basis for individual supervision
3. Demonstrate an understanding of The Hume Center’s Philosophy, Organizational Culture, and Organizational Channels of Communication through practicing an enabling model of working together
4. Attend other required meetings
5. Fulfill any additional duties specified by Supervisor, Department Head, and/or President/CEO