POSITION PURPOSE:

Under the supervision of the Clinic Manager or Director, the Administrative Assistant utilizes established procedures to schedule patients, prepare files, and assist in providing care for patients as appropriate. Ensures efficient and effective flow of patients during scheduled clinic hours through joint planning and problem solving with clinic staff and volunteers. Ability to keep several tasks moving along in a well-organized manner while functioning at a high level of accuracy is critical.

POSITION PURPOSE:

Under the supervision of the Clinic Manager or Director, the Administrative Assistant utilizes established procedures to schedule patients, prepare files, and assist in providing care for patients as appropriate. Ensures efficient and effective flow of patients during scheduled clinic hours through joint planning and problem solving with clinic staff and volunteers. Ability to keep several tasks moving along in a well-organized manner while functioning at a high level of accuracy is critical.

ESSENTIAL FUNCTIONS:

• Collaborates with immediate supervisor to establish, define, and refine department goals and objectives consistent with Aviva Health’s Mission, and demonstrates satisfactory progress towards these goals and objectives.
• Promotes a strong belief in Aviva Health’s philosophy, purpose, mission, and ideals.
• Exhibits the ability to make effective decisions based on verifiable and measurable data/criteria.
• Promotes positive customer relations and demonstrates respect and sensitivity to cultural/social differences in interactions with others.
• Completes assigned tasks in a timely and efficient manner.
• Demonstrates initiative and problem-solving skills using sound judgement. Assumes additional responsibilities as needed, with little or no direction, shows initiative in assisting others within the department.
• Registers patients at the time of appointment; completes all necessary paperwork; assists patients with paperwork to ensure completion as needed.
• Screens new patients for eligibility, collects all financial and demographic information and prepares patient’s chart. Photocopies insurance or other third-party payer information.
• Prepares patient charts for appointments. Verifies demographics and financial information including verifying continued eligibility with patients upon checking in. Updates patient charts and computer files.
• Answers all telephone calls courteously, takes messages or transfers call to appropriate person and regularly communicates with patients on hold so that they do not feel ignored.
• Responsible for scheduling patient visits.
• Calculates individual patient charges for services; collect payment and/or explains payment process.
• Records receipt of fees in practice management system.
• Completes assigned typing, including clinic letters and forms as requested.
• Performs a wide range of general office procedures necessary to ensure the smooth operation of the clinic.
• Attends in-services and other required meetings.
• Must have the ability to maintain strict confidentiality at all times.
  

  QUALIFICATIONS:

• High school graduate or equivalent education.
• Must possess knowledge of Practice Management and Electronic Medical Records.
• Knowledge of collection procedures and laws preferred.
• Must be able to type 40 wpm and operate a 10-key adding machine by touch.
• One (1) year clerical experience in a clinical or health care setting preferred.
• Must have familiarity with medical terminology and anatomy. Demonstrated knowledge of office practices and procedures.
• Demonstrates ability in the care and handling of patients in all groups, including but not limited to, consideration of the special needs and behaviors of each group.
• Ability to employ tact, diplomacy, and kindness with all types of people.
• Must possess strong interpersonal skills to interface with public and employees.
• Must be able to maintain strict confidentiality at all times.
  

  PHYSICAL REQUIREMENTS:

  • Hearing: within normal limits with or without use of corrective hearing devices.
  • Vision: adequate to read 12-point type with or without use of corrective lenses.
  • Must be able to verbally interact with staff, clients, and public.
  • Manual dexterity of hands/fingers for writing, computer input.
  • Able to lift and carry up to 25 pounds; standing 10% of the day; walking 5% of the day; sitting 85% of the day; pushing/pulling, bending, stooping, twisting 50% of the time. Reaching and handling 50% of the time, climbing stairs 0 % of the time (elevator available).
  
  

WORKING CONDITIONS:

Works in a heat-controlled environment 95% of the time. Office environment.

• OSHA Exposure Category – Category #2: The normal work routine involves no exposure to blood, body fluids, tissues, or other contaminated materials.