Office Assistant

MUST PASS BACKGROUND AND DRUGSCREEN

Job Summary:

This Office Assistant coordinates the daily administrative and patient service activities of mental health office to ensure adherence to quality standards, deadlines, and proper procedure, as well as perform various routine clerical duties to support the organization.

Accountabilities:

• Gain a thorough understand the business goals and objectives of the organization, including Gain the organization’s Group Practice, Treatment Focus and Patient Promise.
• Gain a thorough understanding of the local, state, and federal healthcare guidelines.
  
  
  

Duties/Responsibilities:

• Schedules and confirms patient appointments and ensures all insurance verifications are done before arrival.
• Aid the CEO, director, and/or the office manager if assistance is needed.
• When opening, everything in the office should be powered on and if closing, everything needs to be turned off and stored away.
• Documentation of every encounter had with a client/parent/guardian.
• Adjusting schedules and helping therapist with either canceling or rescheduling clients.
• Provide Receptionist with guidance in handling difficult or complex problems or in resolving escalated complaints.
• Handles every office situation while maintaining HIPPA compliancy.
• Billing clients either through their insurance or their card correctly.
• Provide assistance to therapists if they request help.
• Provide client focused service by addressing customer complaints or answering questions regarding office/practice policies and procedures.
• Maintains office supply inventory
• Performs clerical duties including typing, filing, and completion of simple forms.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Serve as back up in absence of the receptionist.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Prepares letters, memos, forms, and reports according to written or verbal instructions.
• Sorts incoming mail and delivers to appropriate department or individual, processes out going mail.
• Maintains filing systems either manually or electronically.
• Manages calendars and schedules appointments.
• Other duties and special projects as assigned.
  
  
  

Required Skills/Abilities:

• Strong sense of diversity and inclusion for ALL clients.
• Type at an acceptable rate of speed.
• Understand and carry out oral and written instructions.
• Communicate effectively orally and in writing.
• Manage multiple, concurrent and conflicting priorities and deadline.
• Meet schedules and timelines, especially during peak periods.
• Work independently with little direction.
• Work in a fast-paced environment with constant interruptions,maintaining flexibility.
• Establish and maintain effective working relationships with a variety of customers, staff,volunteers and community groups contacted during the course of this work.
• Able to communicate effectively to clients, peers and management, information, and ideas by telephone, in person, or written form, in a clear and understandable manner.
• Proficient with operate office equipment such as voice mail messaging systems, and use word processing, spreadsheet, or other software applications to prepare reports, invoices, letters, or medical records.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
  
  
  

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:

https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_ English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

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