FHS Administrative Assistant

RiverStone Health•Billings, MT

22d•$19 - $21

About The Position

The FHS Administrative Assistant provides administrative and customer support to Family Health Services programs. The role performs routine office functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to patients in person and by phone. The work environment is typically fast-paced. The position supports program referrals and follow-up, helps communicate the benefits of home visiting and multidisciplinary services, maintains referral-resource information, and assists with medical information collection and entry into electronic medical records. It also maintains patient charts, prepares appointment documentation, verifies Medicaid eligibility, monitors provider and resource schedules, and enters data into state systems and medical records for home visiting programs. The role requires compassionate, professional communication, careful handling of confidential patient information, flexibility, attention to detail, and the ability to manage multiple tasks and deadlines. It works directly with team members to provide quality customer service. Work is guided by regulations and established medical practices, and decisions affect the quality of services provided to the public.

Requirements

High school diploma or equivalent.
Any combination of experience and training that provides equivalent knowledge, skills, and abilities necessary to perform the work.
Computer literacy, including Excel, Outlook, and Word.
Knowledge of modern office procedures, practices, and equipment.
Ability to maintain a calm and positive demeanor during difficult client interactions.
Nonjudgmental and empathetic listening skills.
Strong attention to detail.
Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.
Ability to work collaboratively and maintain a positive work environment.
Ability to communicate clearly and accurately with supervisors, coworkers, and customers.
Ability to prioritize and perform a wide range of tasks amid continuous interruptions and pressure.
Ability to perform duties with integrity and innovation while ensuring timely, high-quality completion.
Ability to understand and follow administrative policies and procedures.

Nice To Haves

Medical terminology training or experience.
Experience working with underserved populations.
Experience in a customer service environment.
Spanish-speaking ability.

Responsibilities

Communicate compassionately, professionally, and clearly with clients and customers in person, by phone, and in writing.
Provide administrative and clerical support for projects, assignments, and program activities.
Answer and transfer calls, take messages, greet visitors, respond to inquiries, and direct people to appropriate staff.
Manage incoming and outgoing mail, supplies, office equipment, mailings, correspondence, emails, meeting minutes, spreadsheets, databases, and paper and electronic filing.
Manage time-sensitive projects accurately and meet deadlines.
Coordinate communications with supervisors, coworkers, and clients; attend staff and educational meetings.
Maintain client confidentiality and respect privacy.
Adapt flexibly to rotating tasks and changes in policies and procedures.
Maintain work and customer waiting areas so they are welcoming, clean, sanitary, and organized.
Receive, schedule, and assign referrals for KidsFirst, Maternal Child Health, and Parents As Teachers, with follow-up as needed.
Explain the benefits of home visiting and multidisciplinary teams to current and potential clients.
Maintain current information about referral resources and make and document referrals.
Assist with collecting medical information, scanning it, and entering it into electronic medical records.
Maintain patient charts, prepare appointment documentation, verify Medicaid eligibility, and review records for completeness and accuracy.
Monitor provider and resource schedules and assist with scheduling patient visits and follow-up visits.
Send correspondence to families, referral partners, and the state as appropriate.
Compile and complete data entry in state data systems and medical records in support of home visiting programs.
Perform other duties as assigned in support of RiverStone Health’s mission and goals.
Follow safety, security, and health requirements and apply injury, illness, and loss-prevention practices.