Administrative Assistant

Brown Medicine•Montville, CT

4d•Onsite

About The Position

Responsible for coordinating and processing all Bradley School referrals, scheduling pre-admission evaluation meetings and admissions. Provides secretarial and administrative support services for the Program Director. Performs secretarial and clerical functions for all school program staff. Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate.

Requirements

High School Diploma
Additional training to acquire rapid, accurate typing skills, transcription and word processing skills.
Three or more years of secretarial/office experience.
At least two years experience in hospital admitting procedures.

Nice To Haves

Knowledge of medical/psychiatric terminology helpful.

Responsibilities

Receiving and processing all referrals assigned to the Bradley School.
Drafting routine correspondence and memoranda regarding pre-admission interviews and admission dates.
Coordinating and scheduling all pre-admission interviews of referred patients.
Coordinating attendance of parents, Special Education Director and appropriate Bradley School Staff.
Coordinating pre-admission and admission activities with Education secretary for implementation of IEP’s.
Collaborating with admission representative to facilitate funding issues in relation to potential admissions to Bradley School.
Administering pre-admission paperwork to new patients’ families.
Setting admission date and making admission arrangements with the family and school department.
Coordinating the admission day process.
Meeting with the family on admission day to administer and collect admission paperwork.
Responding to inquiries regarding the Bradley School; referral process, services offered, hours of operation, daily rates, etc.
Coordinating referrals from school department personnel for outpatients school consultations, transcribing and compiling all consultations and sending to school district.
Entering admission data into CMHC system, assigning new record number if necessary for Bradley School students.
Using CMHC, scheduling students into Bradley School classroom, as well as outpatient appointments for Bradley School clinicians.
Running SALS and distributing to Bradley School clinicians.
Maintaining SALS for classrooms.
Entering completed SALS into CMHC system accurately for Bradley School clinicians and classrooms.
Running progress notes for Bradley School outpatient appointments and distributing to clinicians.
Entering completed progress notes into CHMC system and scheduling follow-up appointments from information obtained on progress note.
Running AGS report for Bradley School clinicians.
Answering phone and screening calls for designated Bradley School staff.
Providing information when within scope of responsibility and authority.
Answering correspondence and maintaining calendars for Director as requested, scheduling appointments, meetings, etc.
Making travel arrangements as necessary.
Composing letters, memoranda, or contracts from verbal requests or written copy for all Bradley School staff.
Coordinating with Fiscal Department in the renewal of state and federal licenses for Director.
Responsible for payroll for Bradley School.
Responsible for all aspects of petty cash for the Bradley School program.
Answering units telephone, taking messages and/or routing calls to appropriate personnel.
Providing information as able, placing calls to obtain information as required.
Keeping daily staff and patients attendance.
Coordinating with Fiscal and Education Departments.
Obtaining and compiling information for letters and reports needed for school systems.
Notifying Admissions Department, etc of admission information as soon as admission is scheduled.
Preparing weekly census, clinical assignments, and classroom assignments and distributing appropriately.
Keeping IEP, CEC, Admission, Pre-admission, and D/C schedule.
Picking up, sorting, and distributing mail for Bradley School staff.
Arranging for photocopying to be done by Central Services.
Maintaining supplies, reordering as needed.
Maintaining high standards of confidentiality.
Observing all hospital policies, rules, and regulations, including those pertaining to Quality Improvement, Infection Control, Safety, and Risk Management.
Performing other related duties as required, assigned, or directed.