JOB SUMMARY:

Support Staff performs basic office duties for the program and staff in the programs including answering phones, maintaining office logging system, assisting with scheduling and other clerical tasks to help the program to be organized and run smoothly. Expected to demonstrate strong customer service skills as the first point of contact for clients and outside callers and visitors. Handles various tasks related to maintenance of office systems, records, files, logs, and client charts according to the established guidelines.

ESSENTIAL/CORE JOB-SPECIFIC DUTIES AND RESPONSIBILITIES

• Serves as receptionist, answering, screening, and routing calls for assigned staff. Consults with supervisor regarding communications received and relays messages as necessary to assigned staff. Must conduct themselves in a manner which will reflect favorably and professionally upon the Center and employees. When receiving calls, the Support Staff will find out the needs of the clients and will contact the appropriate staff in order to respond to client’s questions and concerns in a timely manner. All customers are to be treated with courtesy, respect and dignity and are served in the most caring and professional manner possible.

2. Conducts client financial assessments and performs administrative intakes gathering data for financial eligibility, insurance fees in working with the Financial Service Department, etc. Sets client fees in accordance with policy. Performs fee collections and issues receipts. Prepares deposits, maintains petty cash, and makes routes to accounting. Work with Program Supervisor to take care of Write-Offs. Responsible to be the one to communicate with the Financial Service Department any changes in clients insurance status.

3. All the necessary paper document needs to be scanned into Avatar based on the Scanning Document Guideline within 48 hours of receipt by titling those accurately to facilitate the easy access. Responsible to check the HIE system daily to distribute received fax to the appropriate staff.

4. Knowledge of all SOP policies and procedures. Knowledge of HIPAA regulations. Respects and ensures protection of client rights and confidentiality/privacy.

5. Serve as a Safety Officer Designee for the program. Assist Safety Officer/Program Supervisor to ensure the required drills are completed timely and bring safety concerns to the Program Supervisor to promote safe, orderly and therapeutic environment.

OTHER JOB-SPECIFIC:

• Assist clients with PAP application process. Responsible for logging and maintaining it

in accordance with established Center procedure and perform fee collection. Coordinate with

MD/APRN to ensure the adequate sample medication supply is available for distribution and

maintain logging and monthly drug inspection. Complete the Monthly Drug Inspection Report to

ensure the program adherence to the procedure.

• Coordinates processing of work orders and supply requisitions. Maintains supplies by checking

stock to determine inventory level to prevent overordering of supply and to ensure prompt filling

of orders.

• Print hospital census daily and post on staff bulletin board. Maintain required postings at the

consumer bulletin board.

• Schedule client appointments in Avatar in accordance with Just-In-Time scheduling model.

Complete appointment reminders via telephone within 48 hours of scheduled appointments.

Follow the procedure for the Open Clinic. Be a key person to arrange the Telemed Walk-In

Appointment with other Outpatient offices.

5. Demonstrate knowledge and skills of Trauma Informed Care to assist clients by understanding the

impact of trauma that client may be experiencing and how the trauma impacts behaviors and mental

health condition of population we serve. Help creating welcoming and safe environment for clients

and their families to promote a sense of empowerment.

Education/Experience:

• High school diploma or equivalent.
• One year secretarial/clerical experience. Must possess a typing score of at least 55 CWPM.