Program Assistant

Provides clerical support services by assisting with daily administrative functions. Responsible for patient interaction, provider support, record-keeping, and financial reports.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Performs administrative/clerical functions; carries out routine office procedures, e.g., scans/uploads document, schedules and confirms appointments.
• Answers telephone, routes call appropriately, takes messages, answers questions, screens call for crisis situations, responds to routine and emergency inquiries. Interact with consumers daily.
• Maintains all electronic files, consumer charts, and records pertinent to the program.
• Compiles data, completes forms, makes mathematical calculations, and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Uses computers in all aspects of position, e.g., email correspondence, schedules, financial reports, patient files, and program data.
• Assists in maintaining the inventory of supplies and materials.
• Assists with billing inquiries and the collection of consumer fees.
• Screens for presenting problems and specific needs of the consumer and makes notes in chart accordingly.
• Is familiar with all divisions and departments of the Center to be able to interact with and assist staff. Is familiar with division-wide compliance, regulations/guidelines of quality clinical care.
• Represents the agency with the public, with potential and active consumers, and with referral sources in a professional, ethical manner that reflects a positive attitude and willingness to assist.
• Ability to ask sensitive questions about ethnicity and sexual orientation in a tactful and neutral manner, remaining neutral in matters of diversity and inclusion.
• Keeps all requests for Releases of Information current.
• Corrects non-clinical errors identified in reports.
• Participate in training, in-services, and special activities as required or assigned.
• Performs other duties as assigned.
• Verifies eligibility and sets up validated insurance information in the EMR.
• Performs the above listed duties with or without reasonable accommodation.

• High School diploma. Additional education in the business field and/or experience desired.
• Knowledge of and/or skills in business English, basic mathematics, typing, filing, and record maintenance, reception, operation of routine office equipment, time management, billing procedures and fiscal management.
• Good interpersonal skills.
• Skills in Microsoft Office (Word, Excel) and data entry/retrieval.
• Ability to learn HCI’s electronic medical records system
• Good telephone skills.
• Time management and organizational skills with flexibility to multi-task.
• Willingness to use personal transportation to and from work.

• Valid driver’s license in accordance with HCI motor vehicle policy.
• Maintain current American Red Cross / CPR/ First Aid certification.
• Maintain current Crisis Prevention Intervention (CPI) certification.

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