Administrative Assistant

Description

The Administrative Assistant supports Cumberland Heights’ mission of transforming lives, bringing hope and healing to those affected by alcoholism and drug addiction.

The Administrative Assistant, with the direction of his/her supervisor, coordinates customer service and various public relations responses for supervisor(s) and the assigned area(s), coordinates a variety of intra-and inter-departmental workflows, as well as directly assisting in those workflows, and provides a wide variety of technical, clerical, and administrative support to his/her supervisor(s) and assigned area(s). This position may also function as a clinical support, including case manager in training, under the supervision of clinical team staff member.

Coordinates communications workflow by

• Serving as primary receptionist for department/program, routing calls and messages to appropriate person;
• Sends and receives internal and external mail, routing each to appropriate staff or patient;
• Coordinates appointments and a broad variety of team and committee meetings for assigned supervisor(s) and department/program, including creating and distributing minutes for same;
• Creates and coordinates supervisor(s) and staff travel plans as needed.
• Collects and aggregates data related to patient care processes and outcomes, as well as staff and department processes and outcomes as assigned, including medical records audits
• Creates a variety of documents, reports, files, spreadsheets, and databases for supervisor(s) and program(s), including retrieval and distribution, as well as creation of systems for same
• Establishes and maintains literature and media libraries for staff and patients as assigned.

Coordinates scheduling of and delivery of patient care services by

• Publishing the weekly patient services schedule as assigned, as well as entering and coordinating scheduled patient appointments via Patient Portal;
• Assists patients with orientation, including providing technical assistance with patient portal and/or patient tablet, Zoom technology, and virtual visitation as needed;
• Creates and executes patient releases of information and consents as assigned;
• Assists in patient monitoring and movement via conducting roll calls, locating patients and escorting them to assigned appointments or meetings, and/or being present during recreation or free time;
• Assists with notification of clinical staff members when clinical screening flags are triggered;
• Assists with patient management in assigned area(s) when emergency response codes are called;
• Provides staff with technical assistance with specialty software, including electronic medical records system, Microsoft Office applications, patient portal and tablet technology, and Zoom.

Coordinates staff functions to provide for patient care coverage and service delivery by

• Maintains and publishes staff schedule for assigned area(s), coordinating coverage for scheduled and unscheduled PTO;
• Services as timekeeper and processes timecards for assigned area(s),…