Lead Administrative Assistant

Location: City of Rochester

Job Summary:

In accordance with the organization’s mission, vision and values, the Lead Outpatient Administrative Assistant is responsible for assisting and supporting the Manager of the Outpatient Clinic. The following duties will apply:

Duties Assist the Administrative Assistant(s) in the daily workflow management for the Outpatient Clinic, including answering phones, scheduling, and maintaining calendars for clinic staff, checking in clients for appointments, and providing proactive support to Clinic manager and clinic staff.

Welcomes clients at every appointment at the window and performs check in procedures including review/ updating client demographics – home address, telephone number, emergency contact verification, verification of insurance, billing information and collection of co-payments for every client appointment.

Maintains accurate client data in 10e11including client demographics, insurance information, billing information, and patient balances.

Completes the Agenda and Proactive Spreadsheet Weekly in preparation of MDT meeting.

Complete all reports as requested by the Clinic Director and the Lead Administrative Assistant, such as productivity, engagement to care log, closed chart audit, monthly service delivery report, and other reports/ audits as assigned.

Runs Progress Note Reconciliation Report Daily.

Completes training through the NYS of Health to become a health insurance navigator.

Assists client with enrolling in health insurance.

Completed prior authorizations as requested by insurance companies for services.

Ensures new clients are added to the Proactive Spreadsheet with weekly reconciliation.

Complete reconciliation of group attendance and individual appointments with clinicians and clients daily.

Assist with delegating responsibilities to administrative assistants to ensure reports needed by clinic manager are completed by required deadlines.

Maintain OASAS (Office of Addiction Services and Supports) database by inputting all PAS forms for the assigned clinic.

Assist with filing and organizing paperwork, reports, and office materials.

Receive, direct and relay phone messages, emails, and faxes.

Perform dictation, phone reception, filing, typing, copying, mailing, advocacy, and other special project tasks.

Works with the Clinic Director to train new admin. assistants on their role in the clinic.

Delegates and assists other Admin Support in daily work.

Produce and distribute correspondence and meeting minutes for MDT and Team Meetings.

Review and maintain programmatic Policy & Procedure manuals, reviews with Director if any updates are needed.

Assist in compilation and preparation of statistical data and reports as assigned by Clinic Director.

Order and track supplies for program urine screens, breathalyzer and NRT.Perform administrative & secretarial functions as requested by Clinic Director.

Interface with provider agencies and maintain positive working relationships.

Directly communicate suggestions, concerns, and/or complaints to the Clinic Director.

Perform other duties and functions as directed.

Minimum Qualifications:

Associate degree, two years of clerical, administrative or office management experience. Ability to type at least 55 wpm, with Word and Excel experience. Valid NYS (New York State) Drivers’ License.

Other Skills/Knowledge and Experience Demonstrated ability to communicate effectively and work cooperatively with culturally diverse persons, staff, and vendors.

Excellent computer skills including Microsoft Word, Excel, and payroll software.

Excellent written and verbal communication skills.

Ability to multi-task, have good problem solving & time management skills and the ability to remain calm in a crisis.

Note:

The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task or responsibility
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