Administrative Assistant

Catch Inc•Philadelphia, PA

19d•Onsite

About The Position

The consumer representative performs multiple duties including greeting consumers and visitors, answering and routing calls, scheduling appointments, assisting with intakes, maintaining consumer records, as well as reviewing required documentation and checks eligibility. More importantly, the consumer Rep supports the mission and the vision of the Department. BRIEF OUTLINE OF DUTIES: Answer phones, take messages and assist callers or direct them to appropriate person for assistance. Greet all consumers and visitors in a prompt, pleasant and helpful manner in person as well as on the telephone. Schedule appointments, meetings as directed by Mental Health Director and/or Nicky “Z” clinical staff Conduct daily reminder calls for all upcoming appointments/meetings, etc. Communicates with the Nicky “Z” clinical staff regarding consumer visits, appointments and/or cancellations. Assist with processing new and discharged consumers as well as assisting with processing and maintaining of medical records as assigned. Type correspondence, memos, File, xerox, etc. Order, restock and maintain office supplies and inventory. Maintains consumers’ confidentiality with HIPPA and other Federal, State and local regulations as stated in the HIPPA/Compliance Policies. Provide assistance to “Nicky “Z” staff. All other duties as assigned by “Nicky Z Saff. KNOWLEDGE, SKILLS, AND ABILITIES: Has knowledge of computer software such as MS Word, MS Excel, and electronic health records. Has exceptional interpersonal and customer service skills. Able to work independently with little to no supervision but uses available resources for problem resolution as indicated by circumstances or need. Able to efficiently manage time; Completes assignments within a timely manner. Work collaboratively with team members to assure optimal outcomes of care and service. Keeps supervisor or manager always informed of work-related issues. Able to adapt quickly to unanticipated changes in workflow or work process within a fast-paced office environment. Able to understand, carry out, and remember verbal and written instructions.

Requirements

Has knowledge of computer software such as MS Word, MS Excel, and electronic health records.
Has exceptional interpersonal and customer service skills.
Able to work independently with little to no supervision but uses available resources for problem resolution as indicated by circumstances or need.
Able to efficiently manage time; Completes assignments within a timely manner.
Work collaboratively with team members to assure optimal outcomes of care and service.
Keeps supervisor or manager always informed of work-related issues.
Able to adapt quickly to unanticipated changes in workflow or work process within a fast-paced office environment.
Able to understand, carry out, and remember verbal and written instructions.
Associate Degree with one-year experience in clerical supervision or High School Diploma with three years' experience in customer service field and/or medical office field setting.
Must have an acceptable PA criminal history, FBI clearance and Child Abuse clearance done prior to hire.
Must have physical ability to: a) climb stairs; b) sit for prolong periods, carry heavy objects (up to 20lbs), kneel and bend.

Nice To Haves

Attention to Detail
Ability to work with diverse individuals
Discretion
Proficient Computer Skills
Good Verbal and Written Communication Skills
Decision Making
Time Management
Good organizational skills
Customer/Client Focus

Responsibilities

Answer phones, take messages and assist callers or direct them to appropriate person for assistance.
Greet all consumers and visitors in a prompt, pleasant and helpful manner in person as well as on the telephone.
Schedule appointments, meetings as directed by Mental Health Director and/or Nicky “Z” clinical staff
Conduct daily reminder calls for all upcoming appointments/meetings, etc.
Communicates with the Nicky “Z” clinical staff regarding consumer visits, appointments and/or cancellations.
Assist with processing new and discharged consumers as well as assisting with processing and maintaining of medical records as assigned.
Type correspondence, memos, File, xerox, etc.
Order, restock and maintain office supplies and inventory.
Maintains consumers’ confidentiality with HIPPA and other Federal, State and local regulations as stated in the HIPPA/Compliance Policies.
Provide assistance to “Nicky “Z” staff.
All other duties as assigned by “Nicky Z Saff.