Health - Administrative Assistant II (MAT Clinic)

Job Description

Job Description

The Administrative Assistant, under the supervision of the Nurse Practitioner in the MAT Clinic is a crucial member of the clinic's team, responsible for providing administrative support and ensuring the efficient day-to-day operations of the clinic. This position involves managing appointments, patient records, communication, and supporting the overall administrative functions of the MAT Clinic.

ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)

• Manage and schedule appointments for patients seeking MAT services, coordinating with healthcare providers' schedules.
• Ensure accurate and timely communication of appointment details to patients.
• Assist with patient registration and intake processes, including collecting necessary demographic and insurance information.
• Ensure completeness and accuracy of patient records.
• Serve as the primary point of contact for patients, answering phones, and responding to inquiries regarding appointments, clinic procedures, and general information.
• Facilitate communication between patients and healthcare providers.
• Maintain accurate and organized patient records, both electronic and paper.
• Ensure compliance with confidentiality regulations and record-keeping protocols.
• Verify patients' insurance coverage, process insurance claims, and assist patients with insurance-related inquiries.
• Coordinate with the billing department for accurate and timely processing.
• Assist with billing processes, including coordinating with the finance department.
• Enter patient information, appointment details, and other relevant data into the clinic's electronic health record (EHR) system.
• Maintain the accuracy and integrity of the clinic's database.
• Manage office supplies, ensure a clean and organized reception area, and coordinate maintenance tasks.
• Support the overall organization and cleanliness of the clinic.
• Assist in coordinating patient referrals to other healthcare providers or support services.
• Facilitate communication between the clinic and external service providers.
• Send appointment reminders to patients through phone calls, emails, or text messages to reduce no-show rates.
• Follow established protocols for appointment reminder systems.
• Assist in scheduling and coordinating meetings, both internally among clinic staff and with external partners.
• Prepare meeting materials and documentation as needed.
• Adhere to confidentiality and privacy regulations, safeguarding patient information and maintaining a secure and private environment.
• Organize and maintain administrative documents, such as policies and procedures, compliance records, and staff schedules.
• Support the maintenance of up-to-date and accessible documents.
• Provide administrative support for quality improvement initiatives.
• Provide administrative support to healthcare providers, including managing their schedules, handling correspondence, and facilitating communication.

• Composes correspondence that includes the use of Medication Assisted Treatment Program terminology, letters of transmittal, memorandums, and other Medication Assisted Treatment.

• Maintains the filing system for Medication Assisted Treatment Program staff members and program.
• Helps coordinate administrative procedures with program staff that are fundamental to efficient team function; including but not limited to maintenance of waiting lists, and, prepares screening information for case assignment by the Clinical Supervisor.
• Assists supervisor or managers in Quality Improvement (QI) process including and not limited to preparation of monthly and annual program reports and utilization summaries.

ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)

• Assists in completing time and attendance processes (including any or all of the steps from recording time in Kronos, collecting time sheets or Kronos records as assigned.
• Checks and processes travel requests and supply requisition, prepares purchase orders and disbursement vouchers as assigned.
• All other job-related duties as assigned.

CONTACTS:

Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, executives, Board of Directors, customers, and outside vendor/service providers.

PHYSICAL REQUIREMENTS:

Position light with lifting of 20 pounds and frequent lifting/carrying up to 10 pounds. Physical factors include constant use of hearing, smell, near/midrange/far vision, depth perception, color/field of vision, typing; frequent standing, walking, sitting, pushing/pulling, reaching, manual handling, bending; occasional climbing, stooping, kneeling and travel. Working conditions include constant exposure to noise and air quality; and occasional exposure to extreme heat/cold. Potential hazards include constant patient/client contact, computer and equipment use; frequent exposure to moving mechanical parts and infectious exposure; occasional exposure to electric shock, high exposed places and chemicals. General office setting in the clinic patient waiting area with exposure to ill patients routinely expected.

REQUIREMENTS:

Education: Associate’s Degree required or three years of demonstrated ability in relevant work experience may be considered in lieu of education.

Experience: Minimum of 2 years of administrative office experience is required in addition to the above-stated education requirements. Proficient in office software and electronic health record (EHR) systems preferred.

Certification/License : Must maintain a good moral character standing. Will be required to complete and pass pre-employment drug testing.

Knowledge, Skills and Abilities: Must be able to use word processing, spreadsheet and database software. Must be able to understand and adhere to tribal, HIPAA and confidentiality standards for Health Care Programming. Knowledge of basic accounting practices required. Knowledge of office management, clerical functions, and customer service standards required. Advanced secretarial skills required. Must be able to present information in one-on-one and small group situations. Must have excellent public relation/customer service skills and be able to exhibit a friendly and positive attitude. Must have excellent communication skills and be able to communicate clearly in person, in writing, and by telephone and email. Must be able to work with minimal to no supervision. Must have advanced problem-solving skills. Must have organizational skills and be able to plan, prioritize and manage work load to meet goals in a timely manner. Must be able to utilize discretion and diplomacy with staff, clients, and customers. Must maintain privacy and confidentiality. Native American preferred.