Administrative Assistant - CVN

OKLAHOMA MENTAL HEALTH COUNCIL•Oklahoma City, OK

About The Position

With a multidisciplinary team of psychiatrists, psychologists, licensed clinical social workers, licensed chemical dependency counselor, case managers, and veteran outreach workers, the clinic offers high-quality, evidence-based, and personalized outpatient mental health treatment tailored to meet the specific needs of veterans, particularly those from the Iraq and Afghanistan wars, 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 Receptionist is responsible for registering and scheduling patients in the appropriate IT system, organizing daily patient schedules, triaging incoming patient reports to appropriate locations, answering phones, preparation of billing information for billing services, obtaining and documenting insurance pre-authorizations and pre-certifications and facilitating physician and patient administrative needs).

Requirements

Good verbal communication skills, poise and ability to handle high volume telephone duty
Typing, filling, and general office skills
PC literate with knowledge of MS software
Willingness to learn new functions
Prior experience within the military community and/or veteran administrative organizations
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 including advocacy groups and other governmental organizations
Intermediate level on MS Excel, Email and word processing programs
Ability to utilize Internet for resources
Must have the ability to stand or sit for long periods of time
Must have the ability to lift, push, or pull a minimum of 25 pounds
Ability to travel approximately 10% of the time
Ability to use telephone, PC, fax machine, copy machine, and printer

Responsibilities

Operate the main switchboard at the Cohen Clinic by routing calls, assisting with outgoing calls long distance calls, etc.
Serve as the main receptionist for the Cohen Clinic, greeting and appropriately directing visitors and staff
Greet clients, copy photo identification and any insurance information for client file
Serve as primary back-up for Cohen Clinic staff in taking and distributing messages as needed
Report problems with the telephone system to appropriate staff and coordinates with service personnel as needed to correct problems
Maintain current information on all clinic services and other community services to assist consumers, staff, and the general public in accessing the Cohen Clinic and other community services
Serve as general back-up to administrative support staff performing tasks such as faxing, preparing documentation for distribution internally or external mail out, copying, and meeting preparation
Properly direct calls to other locations/units/agencies
Cross-training support staff on switchboard coverage and mail operations
Serve as primary mail clerk for the clinic in the sorting and distribution of incoming mail, posting of outgoing mail, and daily mail pick-up and drop-off
Fax attendant, including retrieving, sorting, and distributing faxes to appropriate staff
Participate along with office manager in the managed care billing process responsibilities including discussion of insurance co-payment
Maintain daily log of accounts receivable and consumer checks, mailed to the Cohen Clinic
Primary contact for external courier service
Supervise Shredder functions and staff and provides support as needed
Oversee functions of the day shift cleaning patrol and insurance coding and claims provides supervision as needed
Present 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
Performs other duties as required