The Parent-Child Interaction Center LLC

Job Description

Job Title: Administrative Office Assistant

Reports To: Owners (Member/Managers)

Status: Non-Exempt

Prepared By: Daniel Jackson

Prepared Date: 08/03/2020

SUMMARY

Provide support services for agency therapists and customer service/referral coordination for the clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Greet and check-in all clients.
• Answer telephones and screen calls for potential referrals to therapist(s).
• Manage all incoming referrals, communicate with therapists and referral sources to ensure prompt scheduling of clients.
• Create intake paperwork and files for new clients including printing, photocopying, scanning forms.
• Ensure copies are stocked in file cabinets.
• Be familiar with and collect co-pays and/or payments from clients.
• Work with Billing Company to prepare weekly deposits of cash and checks.
• Schedule clients for therapist(s) using Therapy Notes.
• Check voice mail and return/distribute calls in a timely manner.
• Provide referral assistance to clients by utilizing community resources when requested.
• Maintain accurate and complete confidential files on each client including entering demographic data into Therapy Notes and uploading documents as applicable.
• Sort and distribute mail.
• Assist in credentialing of new therapists: applying for insurance panels and re-credentialing when required.
• Print daily therapist schedules (for office) & co-pay/balance sheet (for front desk), assist in room assignment if needed.
• Assist in maintaining a clean and safe environment for clients and staff.
• Emptying trash
• Running and unloading dishwasher as needed
• Watering plants inside and out
• Maintaining shopping list and supply list
• Ordering and/or picking up office supplies etc. as needed (Maintain stock of behavior measures, office supplies, etc. and replenish when needed.)
• Keeping snacks stocked
• Front lobby presentation – keep picked up & organized, make sure music & noise makers are on.
• Attend agency and other program meetings as appropriate.
• Update all paperwork (logo, updates, new documents) and manage website/social media pages
• Assist in new hire paperwork and orientation: work with owners to provide new therapists with keys, email addresses, phone extensions, website profile and picture uploaded, etc.
• Check the clocks in the office weekly and ensure they are synchronized.
• Understand HIPPA regulations and laws related to PHI.

SUPERVISION REQUIREMENTS

This job requires supervision of the owners (member/managers). The therapist assigned to a client is the authority on each client’s case and must be notified of any deviation from policy or procedure and consulted regularly regarding any problems or issues that might arise. Regular written evaluations will be given to each employee.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An individual must have good judgment on boundary setting and an ability to work with diverse populations. Good organizational skills and an ability to multi-task and maintain a flexible schedule including some evenings is required. An individual must be comfortable working with children.

EDUCATION and/or EXPERIENCE

Bachelor’s Degree from a four-year college or University and three years related experience and/or training is preferred; or equivalent combination of education and experience. Knowledge of family dynamics, conflict mediation, crisis intervention, child welfare, insurance billing, and customer service a plus.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, court documents, psychological reports, technical procedures, or governmental regulations. An individual must have the ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from clients, customers, social service agencies, the general public, and strong computer and communication skills are required.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS . None.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to noise level in the work environment that varies from quiet to moderate.

EEO

The Parent-Child Interaction Center LLC is an Equal Opportunity/Affirmative Action Employer.

Job Types: Full-time, Part-time

Pay: $18.00 per hour

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Experience:

• Customer service: 1 year (Required)

Work Location: In person