Administrative Assistant

Company Description

The Colorado Physician Health Program (CPHP) is a nonprofit organization that provides peer assistance services for licensed physicians, physician assistants, and anesthesiology assistants in Colorado. CPHP also supports residents, medical students, and physician assistant students through specialized training program contracts. The organization offers confidential services aimed at addressing emotional, psychological, medical, and psychosocial conditions affecting professional performance. CPHP’s services include diagnostic evaluation, treatment referral, and ongoing treatment monitoring and support, with a focus on early intervention to ensure successful outcomes. The program operates with the belief that healthy healthcare providers deliver better care.

Job Responsibilities

CLIENT RELATED SUPPORT

• Provide client assistance and prioritize client requests (primary)
• Assist client scheduling needs (primary)
• Complete specified miscellaneous support requests from clinical team (i.e. prompt treatment provider updates, client form completion, sending of screeners/questionnaires)
• Conduct regular program audits and provide immediate notification to appropriate clinical staff; including but not limited to scheduling and case compliance
• Provide clinical support for client reports (i.e. gather report form and payment, Clinician notification, and spreadsheet tracking)
• Appropriately and timely process all incoming Colorado Medical Board (CMB) correspondence (including email, mail and fax)
• Assist Clinician Treatment Provider Specialist with related activities (including but not limited to assistance with tracking, sending and obtaining Letters of Agreement)
• Provide backup for Clinical Support Team, as needed

CLIENT CHARTS

• Manage intake assessment dictation, editing, and correction processes. Track intake documents.
• Manage client charts to assure accuracy, protect confidentiality of client information, and file documents
• Manage electronic charts (opening and closing)
• Manage and organize workroom

OFFICE SUPPORT

• Assist with office operations, including equipment needs/repairs/office supplies as requested (secondary).
• Route all incoming mail
• Process all incoming/outgoing faxes (primary)
• Log all incoming payments; make copies and disburse to appropriate staff; coordination with Financial Manager
• Assist fundraising team with donor data management and Spirit of Medicine campaign as needed
• Provide team support and assist other staff with special projects or other activities as requested by the Executive Director, Director of Public Affairs or Director of Clinical Services

QUALIFICATIONS:

• Professional demeanor and appearance. A cooperative, collaborative approach to the work environment and a commitment to excellence are required. A general understanding of customer service principles and the ability to work with highly sensitive and confidential information are essential.
• Associates degree minimum required. Bachelor’s degree preferred. Prior experience as a medical records assistant, receptionist or comparable position in an organization preferred
• Articulate, poised and self-confident
• Professional communication skills with the ability to problem-solve
• General attributes of this position include the ability to organize and plan work activities, manage several activities simultaneously, and establish systems in which one’s work is self-checked for completeness and accuracy
• General knowledge of operating the following software: Microsoft Office Suite (Word, Excel, Outlook), and a working knowledge of overall computer operating systems