Administrative Assistant

Cumberland Heights Foundation Inc•Nashville, TN

4h•Onsite

About The Position

The Administrative Assistant supports Cumberland Heights’ mission of transforming lives, bringing hope and healing to those affected by alcoholism and drug addiction. POSITION SUMMARY The Administrative Assistant, with the direction of his/her supervisor, coordinates customer service and various public relations responses for supervisor(s) and the assigned area(s), coordinates a variety of intra-and inter-departmental workflows, as well as directly assisting in those workflows, and provides a wide variety of technical, clerical, and administrative support to his/her supervisor(s) and assigned area(s). This position may also function as a clinical support, including case manager in training, under the supervision of clinical team staff member.

Requirements

High school diploma or GED is required.
Minimum of two (2) years secretarial experience required; experience in a healthcare environment preferred.
Intermediate computer skills including Microsoft (Outlook, Work and Excel)
Ability to use various types of office equipment, printers, and utilize electronic tables for patient use
Ability to problem-solve, analyze, and interpret information.
Ability to adapt to changing circumstances and patient needs in a fast-paced environment.
Ability to be open and culturally sensitive to a wide variety of patients’ experiences.
Excellent written and oral communication skills with the ability to effectively speak, read and write in English.
Ability to interact with co-workers in a collaborative and courteous manner while providing guidance, instruction, and training.
If recovering, one (1) year of verifiable abstinence required with two (2) years preferred; active participation in a twelve-step program preferred.

Nice To Haves

CPRS certification is preferred but not required.
Proficient with various software (AS400, medical software applications, Black Baud, Raiser’s Edge, etc.) preferred
Working knowledge of 12 step philosophy (as Clinical Administrative Assistant)

Responsibilities

Coordinates customer service and various public relations responses for supervisor(s) and assigned area(s)
Coordinates a variety of intra-and inter-departmental workflows for assigned area(s), as well as assisting directly in those workflows as assigned.
Coordinates communications workflow
Collects and aggregates data related to patient care processes and outcomes, as well as staff and department processes and outcomes as assigned, including medical records audits
Creates a variety of documents, reports, files, spreadsheets, and databases for supervisor(s) and program(s), including retrieval and distribution, as well as creation of systems for same
Establishes and maintains literature and media libraries for staff and patients as assigned.
Coordinates scheduling of and delivery of patient care services
Provides staff with technical assistance with specialty software, including electronic medical records system, Microsoft Office applications, patient portal and tablet technology, and Zoom.
Coordinates staff functions to provide for patient care coverage and service delivery
Maintains and publishes staff schedule for assigned area(s), coordinating coverage for scheduled and unscheduled PTO
Services as timekeeper and processes timecards for assigned area(s), meeting established deadlines
Reconciles credit card statements for assigned staff as directed
Orders, maintains, and distributes department/program and patient care supplies, including initiation, monitoring, and completion of purchase orders as needed
Completes errands to procure needed supplies for department and or assigned patient care area(s), including interfacing with contract vendor representatives as assigned
Makes timely deposits and processes monthly billing as assigned
Performs basic office accounting, including data entry into system, generation of invoices, and reconciling accounts as assigned
Clinical Administrative Assistant, may perform assigned duties as case manager in training as follow:
Meets with patients to discuss continuing care needs and make initial contacts with existing providers.
Coordinates with assigned primary counselor and clinical team to communicate needs, ongoing and future.
Works with patient, family, and referral sources as applicable to find and secure resources for patient’s continuing care plan.
Works internal areas such as UR and Financial Advisors to coordinate care; and
Documents the above in the electronic medical record.
Maintains compliance with applicable local, state, and federal laws on confidentiality, patient privacy, and data security while performing position functions.
Manages sensitive information about individual patients, families, staff, programs, and the organization itself in a discreet and confidential manner
Ensures that a welcoming, safe and healing environment is maintained for each patient and family throughout the continuum of care.
Recommends ways to improve the quality and delivery of services.
Maintains confidentiality of company and patient information.
Ensures proper handling and distribution of company funds.
Reacts productively to change.
Performs other duties as assigned.