Clinic Program Assistant-Bilingual

Reports to: Practice Manager 
Program: White Plains Clinic
Location: White Plains, NY 
Hours Per Week: 37.5 
FLSA: Full Time, Non-Exempt

Pay Rate: $22.00 Per Hour

Summary Description:

The Program Assistant is responsible for all administrative aspects of the clinics, which are necessary to ensure the smooth and orderly operation in our integrated services clinics. Positive and courteous interactions with clients, staff and other community agencies are an essential aspect of this job. The Program Assistant will work with a person-centered, trauma-informed philosophy in alignment with the values of GMHNY.

Responsibilities:

• Work closely with clinic managers to support administrative functions and the timely processing of all clinic administrative processes.
• Handles incoming calls while maintaining a polite, consistent, professional manner and etiquette. 
• Take messages from the general voice mailbox, emails, health waves, other sources, and deliver them in a timely.
• Welcomes and greets all clients and visitors, in person or over the phone.
• Maintains an accurate record of clients seen each day, assists with filing, faxing, and meeting scheduling.
• Manage all providers' schedules, which include appointments, cancellations, reminder calls, contact notes, and re-scheduling rapidly.
• Schedule all client appointments with accuracy, maximizing scheduling practices. 
• Receive referrals, gather required data, complete insurance verification, create charts, provide appointments for all clients, wait list, etc., amongst other administrative duties.  
• Accept payments and provide receipts for services.
• Work collaboratively with the clinic manager to ensure availability of client forms, consents, and surveys.

• Receives general clinic mail as well as other deliveries and directs appropriately. 
• Maintain inventory and ordering of clinic supplies, office needs, in collaboration with the clinic director, agency systems, facility, IT, amongst others.  
• Expected to provide cross-coverage in clinics as designated when needed, directed by manager or designee. 
• Responsible for keeping the reception and office space area clean and organized. 
• Other designated duties.

Competencies:

• Strong communication and human relations skills.
• Attention to detail.
• Understanding front desk clinic operations.
• Good time management skills.
• Excellent telephone etiquette and service.
• Patience, flexibility, and professionalism.
• Familiarity with and ability to use an Electronic Health Record system.

Key Performance Indicators (KPIs):

• Measure the average time taken to answer calls and the percentage of calls successfully resolved without escalation.
• Measure the effectiveness in supporting administrative tasks and compliance with office procedures, insurance verification, and timeliness of appointment creation, amongst other related administrative tasks.
• 100 %scheduling.

Requirements:

• High school diploma/GED/TASC equivalent required, an associate's degree preferred. 
• A minimum of two years of Reception experience in a fast-paced office, preferably in a medical or community mental health office, is preferred. 
• Clerical or Administrative Assistant certificate, preferred.
• Demonstrated proficiency with MS Office Suite and database applications.
• Must be reliable and responsible, demonstrating the ability to work both independently and as part of a team.
• Must show initiative and exercise good judgment.
• Bilingual Spanish-speaking, preferred. 
• Must adhere to the agency’s and program’s policy, procedures, and professional code of ethics.
• Must always adhere to confidentiality practices.  
• Must be and maintain clearance through the NYS Justice Center through fingerprinting for a Criminal History Records search. 
• Must be and maintain clearance by the DCJS New York State Sex Offender Registry.
• A pre-employment drug screen is required as a condition of employment.
• Must be and maintain clearance byMust be and maintain clearance by the Justice Center for the Protection of People with Special Needs Staff Exclusion List (SEL) and the New York State Medicaid Exclusion List. 
• Must be and maintain clearance by the NYS Office of Children and Family Services (OCFS) for instances of child abuse and/or neglect. 
• Must be legally eligible to work in the United States without sponsorship.

Special Considerations:

• Employees may be sitting, performing computer work for extended periods of time.
• Performs other duties as assigned that are consistent with the scope of the position.
• Hours per week, reporting structure, and location are subject to change per program needs.

Mandated Reporter:

This is a Mandated Reporter position.  The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a “custodian” under the law and, therefore, a mandated reporter.  You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report.