Administrative Assistant - Northern Vermont Outpatient


The Administrative Office Assistant performs clerical and administrative duties work in support of the Practice Manager with Outpatient and Residential programs duties.  The Administrative Office Assistant shall oversee the efforts of the central intake function, ensuring an efficient and professional process of screening and placing our client referrals with a concentration on the Vermont Outpatient Programs. 


·  Serve as primary receptionist and/or administrative contact to schedule clinicians/Medical Director/Nurse Practitioner's and/or clinical appointments utilizing a staggered scheduling system as required.

·  Use Phoenix House systems, including electronic medical record (EHR), effectively and appropriately.

·  Maintains EHR documentation within timely manner.

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

·  Develop and maintain EHR client encounters to include but not limited to initial call center referral, completing prescreening and process of referral, scheduling and checking in clients in EHR system. Manage clinician and provider schedules within EHR system.

·  Prepare, process and file documents in EHR and other filing systems.

·  Prepare and present weekly reports tracking business trends regarding Show, No Show, completions, discharges, and patient follow-ups and other pertinent data sets as assigned

·  Maintain accurate census reports and rosters.

·  Maintain computerized and manual admission and discharge systems as directed

·  Collect client copays and accurately document collection.

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

·  Verifies insurance benefits for outpatient applicants. Obtain and conduct insurance verification and authorization; re-verify insurance for all patients.

·  Demonstrate competency in completing insurance verifications, insurance authorization, level of care and approved pay sources. Collect co-pays and deductibles.

·  Monitors and follow up on laboratory results ordered by providers and communicates information to providers and clinicians.

·  Complete phone screens for potential clients for outpatient programs and document in welligent

·  Complete initial intake paperwork for outpatient admissions, orientation to program, and other necessary documentation for admission.

·  Maintain and monitor the site Health and Safety binder.

·  Forward invoices for timely processing with support for Director of Operations and Administration.

·  Maintain inventory of office supplies and requests to order any supplies needed.

·  Prepare and make weekly deposits.

·  Perform bookkeeping for petty cash.

·  Monitor and report any building maintenance required through Maintenance request process

·  Maintain Datis files

·  Complete e-learning requirements in a timely fashion.

·  Maintain current CPR/FA certifications and de-escalation annual training.

·  Complete urine drug screen requisitions and conduct urine drug screens and breathalyzers as needed.

·  Support MAP center and data tracking as directed.

·  Perform other duties as assigned.


§  Familiarity with CPT coding

§  Typing accuracy

§  Proficiency with insurance verification and authorizations

§  Make accurate arithmetic computations

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

§  Follow written and verbal instruction

§  Communicate effectively verbally and in writing

§  Control of financial accounts

§  Be well organized

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

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

§  Serves as a role model through positive, appropriate conduct, attire and participation in special agency events.  Projects a positive and professional image to the public.

§  Demonstrates patience and consideration in all dealings.

§  Ensures employee and client confidentiality regarding all information and records in accordance with local, state and federal statutes.

  • Create / oversee the Implementation of the daily schedule.  Encourage/ support engagement in program expectations and guidelines and enforce rules and programmatic procedures as needed. 
  • Work cooperatively with others and supervisors.
  • Demonstrate Computer literacy.
  • Demonstrated proficiency in Phoenix House's electronic health record system sufficient to fulfill the duties required by this position is expected within 30 days of employment.
  • This position may require periodic travel to other sites within the region.
  • Ability to promote and demonstrate "Every Time Behaviors" Teamwork model.
  • Ability to promote and demonstrate Phoenix House's ICARE4 core values (Integrity, Collaboration, Accountability, Respect, Excellence, Forward Thinking) through work ethic, compliance, and attitude:

-  Trustworthiness

-  Morale

-  Willingness to Help

-  Optimism

-  Knowledge


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 recordkeeping and filing methods

·  Knowledge of business English, spelling and arithmetic

·  Knowledge of office practices and procedures

·  Working knowledge and/or skill in word processing, spread sheets and other computer applications

·  Knowledge of rules and procedures of assigned department

  • Demonstrate thoughtful decision-making.
  • Ability to multi-task and manage one's own time in an effective and efficient manner
  • Ability to work and communicate with other team members.
  • Demonstrates effective and professional communication between referral sources, networks and agencies.
  • Proficiency in EHR and Microsoft Office use.
  • Skill in performing and/or managing tasks and/or people to ensure program and policy administration.
  • Skill in representing the organization internally and externally.

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


High School diploma required.  Preferred, at least two years of experience in administrative office work or any equivalent combination of education, training and experience that demonstrates the ability to perform the duties of the position.




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


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 is possible.

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


Monday - Friday, 8:30 am - 5:00 pm, schedule may be determined by practice need.  Evening, weekend, and/or holiday shifts may be required.

Phoenix House conducts as needed, job-related background checks, fingerprints, drug testing, physical exams, medical exams, TB testing, verification of employment history and/or reference checks 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 to learn more.