Administrative Assistant II, Outpatient Clinic

Primary Responsibilities

• Receive clinic clients; collect client co-payments; receive and route telephone calls
• Schedule client follow-up appointments
• Maintain client medical records in good order; file client information; process client and other administrative paperwork
• Assist with maintenance of OMHC electronic health records
• Maintain clinic facilities for optimal and secure functioning
• Support medical staff with receipt, logging, and distribution of faxes, medical refill, pre-authorization requests, and delivered medications
• Provide backup assistance to Intake and other administrative staff as warranted; complete insurance authorizations and eligibility checks

• Monitor and route OMHC and/or substance use program voicemail messages
• Schedule appointments for clients and staff
• Manage the administrative information flow in the EHR
• Check client eligibility status to verify insurance coverage
• Check and verify current ITPs
• Apply for concurrent insurance authorizations
• Log and distribute incoming and outgoing faxes
• Request, log, and secure client co-payments
• Receive, respond and/or route incoming phone calls
• Print provider schedules and billing sheets
• Make appointment reminder calls
• Inventory, order, and maintain office supplies
• Respond to all requests from providers, clients and other staff in a professional manner
• Communicate critical information to staff in a timely manner
• File all notes and papers in client charts
• Collaborate with clinic directors on discharges and send 30 day letters to clients
• Close charts in multiple electronic data systems
• Collaborate with psychiatric/addiction provider(s) to process prescription refills and prior authorization
• May conduct registration and obtain all documents required to register as a client of the OMHC and addiction services
• Receive, log, and secure all delivered medications and handle client specimens as needed
• All other duties as assigned to ensure successful operation of OMHC and/or addictions services

• A commitment to professional development, including a comprehensive tuition reimbursement program to support ongoing education and licensure and/or certification preparation
• Comprehensive medical, dental and vision benefits for benefit eligible positions
• 403b retirement match
• Generous paid‑time‑off for benefit eligible positions
• Complimentary Employee Assistance Program (EAP)
• Generous mileage reimbursement program

• High school diploma is required. An Associates Degree in business administration or related field is preferred.
• Prior experience in a health care setting is preferred, but not required.
• Commitment to excellent customer service for clients and staff
• Work requires 1-2 years of progressively more responsible administrative experience
• Previous experience and aptitude with computer systems and data software such as an Electronic Health Record and the ability to maintain and protect client confidentiality and privacy is essential
• Demonstrated attention to detail and ability to work quickly and efficiently
• Ability to multi‑task in a high volume, extremely fast‑paced health care business environment; demonstrated willingness to take on varied responsibilities and work as part of a team to ensure the overall success of the Clinic; excellent interpersonal skills and a sense of humor is a plus