Administrative Assistant/Receptionist - Addictions

Seven Counties Services•Louisville, KY

28d

About The Position

Performs front-desk and reception duties for an addictions program, including welcoming clients and visitors; answering and routing calls; taking messages; checking in clients and verifying demographic and payer information; collecting and documenting payments; notifying clinicians of client arrivals; reconciling the cash drawer; scheduling appointments; handling mail and faxes; reviewing client intake forms; and addressing difficult customer-service interactions in person or by telephone. Enters client and program-specific data into electronic information systems and databases. Performs medical-records functions, including creating, maintaining, archiving, retrieving, transferring, and filing legal health records; processing information requests and legal documents; generating correspondence; running deficiency reports; recovering files; and conducting quantitative analyses of records. Also files and maintains correspondence, records, reports, and other documents related to site operations.

Requirements

Completion of up to 18 months of business school beyond high school.
Three to four years of experience working in an office setting and performing clerical or administrative tasks.
Advanced knowledge of Microsoft Office Suite.
Typing speed of 50–60 word units per minute.
Strong oral and written communication skills.

Responsibilities

Welcome clients and visitors and perform front-desk reception duties.
Answer the multi-line switchboard, route calls to voicemail or appropriate staff, and take and deliver messages.
Check in clients, verify demographic and payer information, collect and document payments, notify clinicians when clients arrive, and reconcile the cash drawer.
Schedule client appointments; copy, sort, and deliver mail; and send, receive, and deliver faxes.
Meet with clients to review intake forms and handle difficult customer-service interactions in person or by telephone.
Enter client data, including demographics, clinical assessment summaries, eligibility information, transfers, event changes, and annual review updates, into electronic information systems.
Enter other program-specific data, such as grants and payee information, into databases.
Create, archive, retrieve, maintain, and transfer legal health records; pull records for clinician appointments; and file clinical documentation.
Process disability requests, releases of information, subpoenas, and court orders; generate correspondence to information requestors; and order closed records from archives.
Run legal health record deficiency reports, recover files, and perform quantitative analyses of records.
File and maintain correspondence, records, reports, and other documents related to site operations.