Job Title: Medical Office Assistant

Status: Full Time

Classification: Hourly/Non-Exempt

Management: No

Department: Administrative

Reports To: Medical Office Supervisor

GENERAL DESCRIPTION:

Assist in front office operations. Must possess the following skills and knowledge: Advanced computer and calculator skills; Excellent coordinating consumer relations and organizational skills; Excellent telephone skills; Excellent written and oral communication skills; Good filing, documenting, and recording skills; Adaptable, flexible and able to maintain effectiveness during change; Cultural Competence; energy and enthusiasm; Ability to de-escalate initial crisis situations involving behavioral health symptoms that present on the phone or in office due to administrative duties that require direct contact with consumers and families.  This includes using non-threatening strategies to engage consumers and families at the initiation of service delivery and linking clients with the appropriate intervention to handle the crisis situation. Ability to work well with others and take directions. 

WORK DUTIES AND TASKS:

Completes all administrative requirements including typing documentation and correspondence in a timely and efficient manner.

Adheres to all IFS office policies and operating procedures.

Screen and Greet visitors and determine whether they should be given access to specific individuals, directing them to appropriate individuals.

Manage and maintain therapists' and physicians' schedules.

Capable of operating a multi-line telephone console; Staffing the IFS phone-line and coordinating services of IFS consumers

Receives complaints and requests for information.

To obtain insurance verification, co-pay and deductible information prior to first visit.

Responsible for entering billing information into system upon completion of therapist's visits.

Responsible for entering client's data into the electronic health records system.

Responsible for replenishing machines to assure continuous productivity.

Responsible for tidying up the lobby area and bathrooms during the course of a business day.

Performs other routine clerical work such as typing, filing, scheduling and mail processing.

Participates on inter-departmental committees as assigned.

Attends continuing education per professional and service requirements and as relevant to job duties.

Attend staff meetings and clinical staff meetings and training/events as assigned.

Attends a minimum of 2 hours of cultural competency continuing education per year.

Completes trainings as required.

Completes annual performance evaluation in a complete and timely manner.

Serve as the IFS representative and liaison to community, local, state and or federal organizations and programs.

Helps to maintain open, effective, two-way communication with the Local management Entity.

Collaborates with other mental health professionals on behalf of consumers to identify and assist in implementing necessary treatments or support services.

Maintains positive referral relationships with relevant community agencies.

Works creatively to positively impact service delivery by communicating with referring providers and fellow employees.

Other duties as assigned.

QUALIFICATIONS, EDUCATION AND EXPERIENCE REQUIREMENTS:

High school diploma or equivalent is required.

Completion of an Associate's Degree from an accredited college or university supplemented by specialized administrative /secretarial/computer training courses or graduation from an accredited business school/college or trade school with appropriate certificates, or an associated degree in any human service related field preferred.

Ability to read, write, understand, and follow directions in English accurately and in a timely manner is required, position is extremely time sensitive.

At least twenty-one years old.

At least 1 - 2 years experience in medical front desk and human services field with experience in billing, payroll, clerical, etc. required.

Must possess a valid driver's license and be proficient in spoken and written English.

Must be able to pass a background check, MVR, and sexual offender check.

No criminal convictions of child abuse or violent crimes.

A valid Driver's License and basic auto insurance.

Proven ability to maintain strict confidentiality.

CORE COMPETENCIES:

To perform effectively in this position, the individual should demonstrate the following competencies. These core competencies represent effective administration of Integrated Family Services, PLLC and its programs fulfilling the IFS mission.

Management: Maintains effective systems of internal controls to account for all administrative operations of the office for the IFS clients and fellow employees. Demonstrating the core values of IFS in maintaining effective administrative operations.

Job Knowledge: Understands the duties and responsibilities of the position and keeps job knowledge up to date. Clearly understands the mission of the organization and continuously works to promote IFS and achieve its goals.

Initiative in fulfilling the goals of the organization: From interactions with staff and the mental health sector, the Medical Office Assistant I recognizes and brings to the attention of the Assistant Administrative Director issues that affect the organization and implements plans to reach organizational goals as determined by the management team.  Displays initiative in developing action plans and resolving problems as they occur, in consultation with the departmental supervisors and the administrative director.

Communication: Communicates effectively with multiple audiences including fellow staff members and local management using a variety of formats. Examples include: electronic communication, written communications that clearly outline the situation and action items; verbal presentations and briefings to the clinical supervisors, the management team and other parties; advocating on behalf of IFS at local meetings and to outside groups regarding a variety of issues affecting IFS.

Dependability: Seeks increased responsibility while remaining conscientious, thorough, accurate, and reliable with respect to achieving the organization's goals, and the needs of the IFS consumers and staff.  This includes being available and responsive to issues and concerns as they arise.

PHYSICAL DEMANDS, WORK ENVIRONMENT, TRAVEL AND MISCELLANEOUS:

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, stand, walk, speak and hear.  The position requires extensive computer use so the employee must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen.  The employee must rarely lift and/or move up to 20 pounds.  Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions.

Work Environment

The work environment is a small, busy office and area of location may vary. The noise level in the work environment is usually low to moderate.  Reasonable accommodations in the work environment may be made to enable individuals with disabilities to perform the essential functions.

Travel

The employee must be able to travel to attend conferences, training and other events as required to acquire and maintain proficiency in fulfilling the responsibilities of the position.

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This job description is not intended to be all-inclusive. Employee may perform other related duties as determined to meet the on-going needs of the organization. Acknowledgement of this document is in receipt of this job description and does not create a contract of, or specify terms, conditions or a specific period of employment.

All employment relationships with Integrated Family Services, PLLC are at-will and may be terminated at any time, with or without cause, with or without notice by either the employee or employer.

I acknowledge that I have received a copy of this job description and it has been reviewed with me and I understand the duties and requirements of the job.  I also acknowledge and understand that if I have any questions pertaining to the duties and requirements of my job that I may ask my immediate supervisor, departmental management or Human Resources.