Program Assistant, White Plains Clinic

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

BILINGUAL—ENGLISH/SPANISH

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 Greater Mental Health of NY.

Key Responsibilities:

• Work closely with clinic managers to support administrative functions and timely processing of all clinics administrative processes.
• Handle incoming calls while maintaining a polite, consistent professional manner and etiquette.
• Take messages from the general voice mailbox, emails, health waves, other and deliver these timely.
• Welcome and greet all clients and visitors, in person or over the phones.
• Maintain an accurate record of clients seen each day, assist with filing, faxing, meetings scheduling.
• Manage all providers’ schedules, which includes appointments, cancellations, reminder calls, contact notes, 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., among other administrative duties.
• Accept payments and provide receipts for services.
• Work collaboratively with the clinic managers to ensure availability of client forms, consents, surveys.
• Receive general clinic mail as well as other deliveries and direct appropriately.
• Maintain inventory and ordering of clinic supplies, office needs, in collaboration with the clinic director, agency systems, facility, IT, among others.
• Provide cross-coverage in clinics as designated when needed, directed by manager or designee.
• Keep the reception and office space area clean and organized.
• Other designated duties.

Key Competencies:

• Strong communication and human relations skills.
• Attention to detail.
• Understanding of 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, timeliness of appointments creation, amongst other related administrative tasks.

Requirements:

• A High School diploma or equivalent.
• Bilingual—English/Spanish
• Must be organized, display good judgment and be able to see a task through
  completion.
• Must adhere to the agencies and program’s policy, procedures, and professional
  code of ethics.
• Must be able to work independently and demonstrate initiative and good
  judgment.
• Confidentiality must be maintained on all client information.
• Must be cleared and maintain clearance by applicable regulatory clearances as
  required.
• Must be legally eligible to work in the United States.

Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Human Resources Dept.