Provides customer service support and performs routine office tasks in support of clinical services and customer accounts; includes reception duties, data entry, word processing, answering a multiline phone or switchboard, managing petty cash, opening and maintaining clinical and medical charts, and overall office support for program at site.
RESPONSIBLE TO: Manager/Director of assigned department
TYPICAL DUTIES & RESPONSIBILITIES:
1. Customer Service
Ensure that reception area is safe, presentable, and comfortable for agency customers
Maintain supply of required forms and brochures in reception area
Greet, register and announce customers for clinical or medical services
Schedule appointments, maintain appointment book, call to confirm next day appointments
Receive and route incoming telephone calls to appropriate staff, page staff in-house or on personal pagers when necessary
Coordinate intake appointments and master schedule with entry services
Prepare intake packets and assist customers in preparing financial and administrative documents
Maintain bus pass account; assist customers in obtaining Paratransit transportation services
2. Customer Accounts
Collect payments/medical coupons and notify appropriate staff of past due accounts according to current procedures
Maintain and manage petty cash including balancing account and submitting receipts and reports to accounting
Exercise good judgment in managing accounts; coordinate with accounting department and clinical staff as needed
3. Clinical Services Support
Enter data into computer system in a timely manner, proofing and ensuring quality control
Prepare memos, letters, group room calendars and other documents as needed using word processing software, proofreading and ensuring quality control
Prepare and maintain clinical charts (electronic and hard copy) in an accurate and timely manner, updating basic information as needed according to current procedures outlined in procedures manual
Update in/out board as needed, notifying manager in writing of absent team members
Copy materials for team as needed, in accordance with agency policy and in compliance with federal copyright law
Maintain adequate supply of forms inventory and request office supplies as needed for team or site
4. General Responsibilities
Provide backup and coverage for other team members as needed or when coverage is not available
Receive and distribute mail for site or location
Maintains supply list and orders supplies according to agency policy
Maintains forms inventory for site and orders forms through copy center when needed
Maintain procedures manual for assigned location to facilitate backup coverage; provide detailed information necessary to complete tasks associated with position at that location.
Manage own time and other resources in skilled manner
Participate in meetings and team activities as appropriate
Maintain professional skills through various training and educational opportunities
Coordinate and/or schedule meetings and/or groups as needed
Demonstrates written and oral competency in Standard English.
Able to use 10-key and standard keyboard for up to two hours of data entry per day.
Demonstrates word processing skills in preparing and printing documents.
Demonstrates ability to deal with a diverse public in a tactful, gracious and courteous manner.
Able to learn and perform routine activities quickly and accurately, to standards, within the first 90 days of employment.
Exercises good judgment in maintaining client confidentiality, complying with applicable laws and administrative codes, and with agency procedures.
General knowledge of office equipment: computers, fax machines, copiers and printers
Completes agency required training as needed
Other duties as assigned that supports program needs
Ability to sit at a desk for an extended length of time
Able to lift and carry 35 pounds
Able to stoop, bend, and stretch overhead including retrieving and returning charts