What are the responsibilities and job description for the Administrative Assistant position at Fusion Recovery?
Administrative Assistant – Outpatient Clinic
Position Overview
The Administrative Assistant supports the daily operations of the outpatient clinic by providing front-line administrative and patient support. This role is essential to creating a welcoming, organized, and efficient environment for patients, visitors, and clinical staff. The ideal candidate is detail-oriented, compassionate, and able to manage multiple priorities while maintaining a patient-centered approach.
Schedule
Monday – Friday | 6:00 AM – 2:30 PM
Key Responsibilities
- Front Desk & Lobby Support: Serve as the primary point of contact in the clinic lobby, greeting patients and visitors, providing assistance, and directing individuals appropriately.
- Lobby Cleanliness & Organization: Ensure the lobby and front desk areas remain clean, organized, and welcoming by tidying common spaces, wiping surfaces, disposing of trash, and maintaining a professional outpatient clinic environment throughout the day.
- Appointment Scheduling: Schedule and manage outpatient medical appointments, ensuring accurate documentation and system flags are entered for provider review.
- Patient Flow Coordination: Monitor patient wait times and communicate updates to patients, counselors, providers, and nursing staff to support efficient outpatient services.
- Staff Communication: Communicate important updates regarding AWOL patients, intakes, and clinic flow via MAT chat and internal systems.
- Phone & Inquiry Management: Answer incoming calls promptly and professionally, respond to patient inquiries, and route calls as appropriate.
- Patient Support Services: Prepare coffee daily for patients and manage ordering of coffee and lobby supplies to ensure availability.
- Transportation Assistance: Assist patients with obtaining monthly bus passes and coordinating approved Uber transportation when necessary.
- Intake & MAS Support: Schedule new outpatient intakes and assist with the Medical Appointment System (MAS) and standing orders.
- Administrative Tasks: Support ePaces documentation and distribute daily outpatient schedules for medical appointments and intakes.
- Patient Verification: Create patient identification badges, verify insurance information, and assist with lab-related questions.
- Visitor & Security Compliance: Ensure visitors follow clinic sign-in procedures with security upon arrival.
- Mail Processing: Receive, sort, and distribute incoming clinic mail.
Qualifications
- High school diploma or equivalent required; additional education in office administration or healthcare preferred
- Previous experience in an administrative or front desk role, preferably in an outpatient or healthcare setting
- Strong organizational and multitasking skills
- Excellent verbal and written communication skills
- Compassionate, patient-focused approach
- Proficiency in Microsoft Office Suite
- Ability to work effectively in a fast-paced, team-oriented outpatient environment