Administrative Assistant-Foothills Clinic

The Clinic Administrative Assistant serves as the primary administrative support professional for Foothills Clinic, providing exceptional customer service while ensuring efficient daily clinic operations. This position is responsible for creating a welcoming experience for individuals receiving services, families, referral sources, and visitors through professional reception, scheduling, communication, referral coordination, and administrative support.

Working collaboratively with clinical and administrative staff, the Clinic Administrative Assistant helps ensure timely access to services, efficient clinic workflow, and a positive patient experience while maintaining confidentiality and supporting the mission and values of Community, Work & Independence.

• Serve as the first point of contact for individuals, families, referral sources, and visitors.
• Greet patients and visitors in a professional, welcoming, and person-centered manner.
• Answer and direct incoming telephone calls.
• Provide information regarding clinic services and administrative processes.
• Schedule, reschedule, and confirm appointments.
• Assist with patient check-in and check-out processes.
• Maintain a positive customer experience while addressing routine questions and concerns.

• Provide administrative support to Clinic Manager and clinical staff.
• Prepare correspondence, reports, forms, and other documents.
• Maintain organized electronic and paper filing systems.
• Perform data entry accurately and timely.
• Sort and distribute incoming mail.
• Monitor office supply inventory and communicate replenishment needs.
• Assist with meeting preparation and administrative projects.

• Coordinate provider schedules.
• Maintain appointment calendars.
• Communicate appointment changes to individuals and providers.
• Assist in optimizing clinic scheduling efficiency.
• Support daily clinic operations to ensure smooth patient flow.

• Maintain accurate patient records in accordance with agency policies.
• Assist with scanning, filing, and document management.
• Support record requests and releases of information in accordance with HIPAA requirements.
• Ensure administrative documentation is completed accurately and timely.

• Distribute and track patient satisfaction surveys.
• Maintain discharge and same-day status lists.
• Support communication with individuals and caregivers.
• Assist in maintaining a welcoming and organized clinic environment.

• Work collaboratively with providers, Treatment Coordinators, and administrative staff.
• Participate in staff meetings.
• Maintain effective working relationships across departments.
• Support process improvement initiatives that enhance patient access and clinic efficiency.

• High School Diploma or GED
• Minimum one year of administrative or medical office experience
• Excellent customer service skills
• Strong written and verbal communication skills
• Strong organizational skills
• Ability to prioritize multiple tasks
• Computer proficiency including Microsoft Office
• Ability to maintain confidentiality

• Experience in a medical or behavioral health setting
• Experience with electronic health records
• Knowledge of Medicaid and healthcare scheduling
• Experience coordinating referrals

• Customer Focus
• Communication
• Organization
• Teamwork
• Adaptability
• Problem Solving
• Attention…