Office Assistant - Cana Counseling

Schedule:

Monday through Friday, 8:30 – 5:30 pm

Under the general supervision of the Program Director, the Office Assistant provides broad administrative support to both the clients and clinical staff of Cana Counseling, a psychotherapy practice of Catholic Charities. Primary duties include customer service and reception, intake and scheduling, check‑in and payment collection, data management, and other supportive tasks.

• Performs office opening and closing duties as assigned
• Receives clients and the general public through personal reception
• Answers telephones and directs calls appropriately
• Provides information to callers regarding resources offered by Cana Counseling, Catholic Charities, and/or external community resources as needed
• Completes phone intake for new client services
• Collects all required insurance and other payor information
• Works with the Program Director and billing staff to plan, address, and resolve issues of payment or eligibility for payment for services
• Checks‑in clients for appointments and accept payments. Personally addresses issues with financial accounts as needed
• Secures all required documentation and signatures for clinical charts
• Performs scheduling for clients and clinicians throughout the day
• Communicates status of client appointments and issues to clinical staff
• Performs data management functions in the program database
• Prepares next day schedules and completes reminder calls to clients
• Facilitates client correspondence per program policies
• Performs daily appointment and cash reconciliation processes when assigned
• Works to solve problems for clients, staff, and co‑workers
• Assists with special projects as requested
• Assists in creating a clean, compassionate, hospitable environment for clients and staff
• Other duties as assigned

• Education
  • High school diploma or the equivalent required
• Experience
  • Administrative experience
  • Knowledge of HIPAA, including all aspects of confidentiality, preferred
• Skills and Abilities
  • Excellent communication and customer service skills
  • Must be competent in use of Windows and all Microsoft products and possess the ability to learn and use other software programs
  • Ability to operate a variety of general office equipment
• Exposures
  • Controlled work environment with noise/vibrations from general office equipment
  • Minimal exposure to fumes/dust/odor

• Work Type:
  Medium, exerting up to 25 pounds of force occasionally, and/or up to 40 pounds of force frequently, and/or a negligible amount of force constantly to move objects
• Climbing/Balancing/Freedom to Move:
  May be assigned to multilevel building with some floors accessible by stairs only
• Stooping/Bending:
  Frequent
• Reaching:
  Occasional, overhead as well as horizontal and down
• Vision:
  Adequate to perform essential functions. Color vision:
  No particular color vision requirement. Hearing:
  Frequently perceive nature of sounds by ear
• Speech:
  Frequently express ideas by means of spoken words
• Eye/Hand/Foot Coordination:
  Frequently operates equipment requiring moderate ability
• Manual Dexterity:
  Frequently operates equipment requiring moderate ability