Clinic Administrative Assistant

Vinfen•Lowell, MA

About The Position

The Clinic Administrative Assistant is responsible for the daily front desk operations of an outpatient clinic, performing administrative and clinical/medical support tasks while ensuring high-quality customer service for clinic clients. The role provides clerical, project, and administrative support to clinical staff and the Office Manager, when applicable, and helps the clinic operate in accordance with established procedures and policies.

Requirements

At least three years of administrative, clerical, or secretarial experience in a medical office setting.
High school diploma or equivalent.
CPR certification required within two weeks of hire.
First Aid certification required within two weeks of hire.
CPSS required.
Ability to lift at least 25 pounds using proper lifting techniques.
Ability to operate a computer and office equipment such as a calculator, copier, and printer.
Ability to remain in a stationary position 50% of the time as needed.
Ability to bend, reach, file, sit, stand, and move around the facility.
Ability to speak, hear, and communicate with clients, staff, and external representatives.
Required vision abilities include close, distance, color, peripheral, and depth vision, and the ability to adjust focus.
Excellent organizational and multitasking skills.
Ability to prioritize, exercise sound judgment, work independently, and meet deadlines.
Customer-oriented communication skills and ability to communicate effectively orally and in writing.
Knowledge of general office practices and procedures, computer applications, and equipment.
Ability to maintain confidentiality and work effectively with people from a broad range of backgrounds.
Understanding of a supervisor’s responsibilities and role sufficient to support them effectively.

Nice To Haves

Bilingual English/Spanish speaking ability.
Bachelor's degree.
Knowledge of medical terminology and healthcare operations.

Responsibilities

Greet and direct visitors to the clinic.
Answer client and caller questions and provide quality customer service.
Serve as a resource for clients, families, and outside agencies requesting information.
Check clients in and out at the front desk.
Collect and track co-pays.
Schedule, remind, and coordinate appointments.
Update and maintain client records in the designated system.
Manage referrals and assist clients with initial paperwork and information gathering.
Assist with insurance verification as directed.
Operate computers and office equipment and use software that supports clinic functions.
Answer a high volume of telephone calls.
Screen incoming communications, prioritize them independently, refer or respond as appropriate, and document, inform, and follow up with the supervisor on work in progress.
Serve as a liaison between clients and clinicians or prescribers.
Receive, record, and distribute telephone messages, mail, electronic communications, and faxes.
Compose, edit, and distribute correspondence, memos, documents, and forms.
Prepare word-processing documents, spreadsheet reports, and information.
Set up and maintain files and databases, copy documents, and oversee record-keeping.
Respond to and process record requests.
Attend meetings as directed and prepare and distribute minutes.
Maintain clinicians’ and prescribers’ appointment calendars as directed.
Collaborate with prescribers on medication refill requests, lab ordering or entry, prescriber-ordered transportation, medication orders, and other clinic-specific tasks directed by prescribers.
Provide clerical, project, and administrative support to clinical staff and the Office Manager, if applicable.
Provide support to other areas as requested.
Handle first-level complaints or problems, attempt to resolve them independently, and forward unresolved issues to management or clinical staff.
Maintain supplies and the appearance of the office.
Ensure adherence to procedures and policies established for clinic operations.
Perform other related duties as required.