Vacancy Notice: Administrative Assistant
Part Time: Monday - Friday (morning and afternoon shifts available)
A New Leaf Therapeutic Services PLLC is committed to working together with children, teens, adults, and families, focusing on their unique, therapeutic journeys to ‘turn over a new leaf’ toward more stable, healthier, & happier futures.
We are looking for a self-motivated, task oriented and compassionate self-starter to join our New Leaf team as an Administrative Assistant. This ideal candidate would look to be a key player as we look to build our administrative programs. We offer a caring and nurturing environment that puts our clients at the center of what we do and trust. It is important to note that is not entirely a desk job; this position would be in the field nurturing relationships with our current client base and creating relationships with our future client base. We also believe in compensating growth and hard work.
Description of Work
Office Tasks
- Interact with everyone who enters or calls the office in a prompt, friendly and welcoming manner
- Answer phone in timely, polite manner and take accurate messages
- Update and maintain the online calendar throughout the day
- Check emails sent to the Admin account throughout the day and complete any tasks assigned in there
- Keep all waiting areas tidy throughout the day and turn on music upon arrival and complete necessary steps to open buildings as needed
- Check the Ring Central system for any faxes or voicemails throughout the day. Check faxes and file accordingly, dictate messages and inform clinicians of any incoming information that pertains to them, their clients or the office in general
- Check reception mailbox for any pending tasks, complete in a timely and accurate manner
- Prepare and assemble new client charts for intake sessions, on occasion
- Fill out timesheet accurately each day
- Scan and email timesheets and bills for A New Leaf to Finance, other items as directed by clinicians
- Copy, scan, label, email, fax and file documents and charts as requested by clinicians in a timely and accurate manner
- Prepare documents for pick up in clinic by client, parent/guardian, court officer, etc. as directed by clinician
- Maintenance of Admin Handbook
- Cover administrative tasks for colleagues who are absent
- Assist with inventory maintenance
General Client Interactions
- Collect copays and give receipts. Log any payment clients in spreadsheet
- Schedule/reschedule/cancel appointments as directed by clinician and/or client
- Take phone messages and deliver to clinician in a timely manner (electronically if requested)
- Complete the correct Patient Initial Contact Form (depending on insurance provider) with anyone wishing to receive services from A New Leaf, making sure to fill out all necessary information accurately. Inform clinician that a new Contact Form has been filled out and follow clinician instructions relating to returning phone calls and/or scheduling an intake appointment
- Assist new clients during the intake process by making sure paperwork is filled out completely and correctly, making copies of necessary documents (court papers, photo ID, insurance card, etc.), informing them of copay, etc.
- Interact with everyone who enters or calls the office in a friendly and welcoming manner
- Call all clients to remind them of copays coming due (both monthly and weekly)
- Communicate with staff, program directors and clients to schedule appointments that work with all of their schedules
- Call clients who are considered a “no show” for their appointment (15 minutes late) to check on their well-being and inform them of a cancellation fee if applicable
- Schedule clients next appointment—put into EMR and clinicians individual calendar
- Make sure all schedules (personal calendars and EMR) match up for all appointments
Applications/Interviews
- Prep interview materials when directed by clinician
- Greet applicant and supply them with necessary materials for interview
- Complete recommendations for hiring
Other duties as assigned.
Preferred:
- Associate’s Degree in Medical Administrative Assistant
- Extremely proficient in Google Suites, Microsoft Office, publisher, power point, Basic Web Coding, formatting and design
- Experience in web page and database design and maintenance
- Positive attitude and self motivated
- Excellent time management/multi-tasking skills
- Bilingual strongly preferred
Other Information:
Must be comfortable of all facets of technology
Job Type: Part-time
Pay: $15.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Application Question(s):
- How many WPM can you type?
Education:
- High school or equivalent (Required)
Experience:
- Computer Skills: 1 year (Preferred)
Work Location: In person