Administrative Assistant - Exeter Campus

SUMMARY

The Administrative Services Office Assistant performs clerical and administrative work in support of the programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Serve as receptionist and/or administrative contact for the program.

Serve as liaison between the program and Regional Office to administer personnel, accounting, billing and/or  other policies and procedures.

Assist Access Team as directed with managing phone overflow, administrative reports and scheduling admissions, insurance verifications, and BCI checks.

Responsible for obtaining patient information, including demographic and referral information via phone, email, and fax

Provide provider support with scheduling unexpected openings.

Identify all clients to appropriate billing source, process billing data in required computer system.

Perform bookkeeping for petty cash and checking accounts.

Forward invoices for timely processing.

Process check requests.

Maintain inventory of office supplies.

Prepare, process and file documents.

Process medical records.

Consult with Program Clinical Team and/or Nursing to review potential referrals as needed.

Maintain documentation related to MAP and/or Access Team tools (i.e.: Communication Log, call tracking, etc.) electronically.

Maintain cleanliness and sanitation of workspace.

Maintain professionalism with patients and collateral when providing customer service (in person/phone/written).

Enter and accurately maintain data for all computer-based programs and/or electronic health records on a timely basis as required by state, funding sources and other reporting requirements.

Responsible for maintaining accurate and timely records in DATIS.

Identify all clients to appropriate billing source, process billing data in the Electronic Health Record system.

Collect patient copays and accurately document collection.

Demonstrate patience and consideration in dealing with others and thoughtful decision-making.

Ensure client confidentiality in accordance with all federal, state, and local laws and regulations.

Complete all e-learning requirements in a timely fashion.

Models Phoenix House “Every Time Behaviors”.

Attend trainings as needed and complete required annual RELIAS training.

Perform other duties as assigned.

COMPETENCIES

§  Computer proficiency (Medical Records, Microsoft Office: Outlook, Word, Excel).

§  Knowledge of admission guidelines, criteria, policies, and procedures.

§  Professional communication and customer service skills.

§  Ability to follow written and verbal instruction.

§  Strong problem-solving skills and attention to detail.

§  Demonstrates compassion, empathy and respect for patients and staff in all interactions.

§  Maintains objectivity and appropriate boundaries toward patients, stakeholders, and staff through thoughtful decision-making, based upon accurate information.

§  Ensure client confidentiality in accordance with all federal, state, and local laws and regulations.

§  Ensuring that all tasks are completed accurately and within the required deadlines.

§  Ability to thrive and perform in an ever-changing, fast paced, and demanding environment.

§  Ability to work independently and exercise good judgment without direct supervision.

§  Establish and maintain effective working relationships with employees, other agencies, and the public

§  A good listener who has the desire to help people who are struggling with substance use disorder and co-occurring health disorders.

§  Control of financial accounts.

§  Work cooperatively with others and supervisors.

§  Demonstrate empathy, compassion, and respect for clients in all interactions.

QUALIFICATIONS

To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.  The requirements listed below are representative of the knowledge, skill and/or ability required. 

·  Knowledge of record keeping, filing methods, and other administrative tasks

·  Knowledge of business English, spelling, and arithmetic

·  Ability to work in a team environment

·  Knowledge of office practices and procedures

·  Accountable and dependable

·  Bi-lingual and bi-cultural, English and Spanish

EDUCATION/EXPERIENCE

High School diploma required

Minimum of two years of experience in administrative office work preferred, or any equivalent combination of education, training and experience that demonstrates the ability to perform the duties of the position.

LICENSES/CERTIFICATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

REGULARLY REQUIRED:  to sit, use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms, and talk or hear.

OCCASIONALLY REQUIRED:  to stand, walk, stoop, kneel or crouch and lift and/or move up to 10 pounds

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

  • A typical office environment, with minimal exposure to excessive noise or adverse environmental issues
  • Business travel may be required

·  Exposure to clients infected with Hepatitis B, HIV, TB, or other Infectious Diseases (e.g. Flu, COVID, etc.,) is possible.

  • Exposure to patients with co-occurring mental health issues.

SCHEDULING NEEDS 

Varied/Nights/Weekends/Holidays



Phoenix House requires background checks, drug testing, TB testing, verification of employment history, reference checks and possibly a medical exam, prior to employment.

Phoenix House is an Equal Opportunity Employer providing equality of opportunity to all who are protected against discrimination by law, regulation or executive order, including veterans and individuals with disabilities. EEO is the Law: Applicants and employees are protected under Federal law from discrimination. Click www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf to learn more.


Job ID:125