Admin/Child Aid

Veterans Village of San Diego•Torrance, CA

33d•$25 - $30•Onsite

About The Position

With a multidisciplinary team of psychiatrists, psychologists, licensed clinical social workers, licensed chemical dependency counselors, case managers, and veteran outreach professionals, the clinic offers high-quality, evidence-based, and personalized outpatient mental health treatment tailored to meet the specific needs of Post 9/11 veterans, Active-Duty Service Members, and their families. The Cohen Clinic is part of the Cohen Veterans Network, a national nonprofit (501c3) network of clinics. Under the general direction of the Office Manager, the Front Office/Child Watch Coordinator is responsible for supporting the front office team by registering and scheduling patients, patient care coordination, answering phones and e-mails, assisting with facility use and on-site Outreach events, facilitating physician and patient administrative needs and facilitating the Child Watch program.

Requirements

At least 2 years of experience in customer service and administration.
Intermediate level on MS Excel, Email and word processing programs.
Professional level communication skills, poise and ability to handle high volume telephone duty.
Strong consultative abilities, conflict-resolution skills, and leadership abilities.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work including diverse interest groups, advocacy groups, and other governmental organizations.
Proven capacity to synthesize disparate information into a coherent vision that aligns with the company’s strategy to maintain a successful operation.
Knowledge of educational methods and developmentally appropriate practices necessary to enhance the emotional, social, and intellectual growth of children.

Nice To Haves

Prior experience within children, the military community and/or veteran administrative organizations.

Responsibilities

Operates the main phone line at the Cohen Clinic to ensure a smooth intake process for new clients and provide continuous exceptional customer service for established clients.
Responsible for properly triaging clients and/or callers in crisis following clinic’s policies and procedures.
Maintains daily workflow including checking mail, incoming faxes, and responding to clinicians and clients in a timely manner.
Follow administrative safeguards to protect and control access to PHI, in accordance with The Department of Health and Human Services (HHS) and Health Insurance Portability Accountability Act (HIPAA).
Presents a professional image, maintaining a calm, professional manner knowing that some callers are consumers or family members and may be agitated, stressed, or present a difficult communication situation.
Assist visitors and community partners with front desk check-in and facility use support.
Maintains accurate and timely client scheduling according to centralized scheduling system.
Collaborates with multiple departments to ensure accuracy of internal workflow procedures.
Attends relevant meetings and training, as required.
Supervises, actively interacts, and plays with children during scheduled appointments/events or at other designated times.
Develops and implements activities for children (including but not limited to crafts, story time, and songs) for both 1:1 and small groups.
Responsible for keeping child watch area neat and clean while children are not present, including disinfecting equipment/toys.
Works closely with clinic staff to maintain daily schedule for child watch.
Maintains all supplies, equipment and materials related to program; informs the Office Manager when new/additional supplies are needed.
Models and encourages good behavior, including positive social interaction among children.
Ensures the safety of self, participants, room, equipment, materials, and child watch areas of the clinic: Follow all safety procedures.
Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents.
Provides coverage for other clinic operational needs when program needs are low and as appropriate.
Performs other duties as assigned.