FHS Administrative Assistant

RiverStone Health•Billings, MT

21d

About The Position

The FHS Administrative Assistant provides administrative and customer support to RiverStone Health’s Family Health Services programs. The role performs routine administrative functions, including 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, and the position requires professional, compassionate communication and careful protection of client privacy. Family Health Services supports pregnant people and families with infants and children through medical and resource case management, pregnancy and parenting education, and connections to routine and specialty medical care. The administrative assistant receives, schedules, and assigns program referrals; follows up as needed; supports appointment preparation and scheduling; maintains patient charts and records; and enters data into state systems and medical records. The position also provides general clerical support, manages time-sensitive work, and helps maintain welcoming, clean, sanitary, and organized work and customer waiting areas. The role works within established regulations and medical practices. Decisions directly affect the quality of services provided to the public. No supervisory responsibilities are assigned.

Requirements

High school diploma or equivalent.
Any combination of experience and training that provides the equivalent scope of 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.
Ability to demonstrate non-judgmental 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 under pressure and continuous interruptions.
Ability to perform duties with integrity and innovation while ensuring completion and quality.
Ability to understand and follow administrative policies and procedures.
Ability to provide excellent customer service, including welcoming and respecting customers, anticipating needs, keeping customers informed, responding promptly, protecting privacy, using proper telephone etiquette, handling complaints, and taking responsibility for a professional service attitude.
Ability to perform work mainly on a computer for up to 8 hours per day; stand, bend, and sit; and lift up to 25 pounds when required.
Ability to travel off site infrequently and, when expected to drive, to operate a vehicle and read traffic and road signs.
Ability to travel in all weather conditions, including extreme heat and cold.

Nice To Haves

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

Responsibilities

Provide compassionate, friendly, and professional customer communications in person, by phone, and in writing.
Provide administrative and clerical services supporting projects, assignments, and program activities.
Answer telephone calls, provide information, take messages, and transfer calls to appropriate individuals.
Greet visitors and callers, handle inquiries, and direct people to appropriate staff or services.
Manage incoming and outgoing mail, order and dispense supplies, operate office equipment, and coordinate mailings.
Compose letters and emails, record and distribute meeting minutes, develop spreadsheets, maintain databases, and manage electronic and paper filing.
Manage time-sensitive projects accurately and meet deadlines; coordinate communications with supervisors, coworkers, and clients.
Maintain confidentiality and respect client privacy, and attend staff and educational meetings.
Receive, schedule, and assign incoming referrals, including KidsFirst, Maternal Child Health, and Parents As Teachers, and follow up as necessary.
Communicate the benefits of home visiting and multidisciplinary teams to current and potential clients.
Stay current on referral resources for program applicants and clients, make referrals, and document them.
Assist with collecting medical information and scanning and entering it into electronic medical records.
Maintain patient charts, prepare appointment documentation, verify Medicaid eligibility, and review documentation 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 state entities as appropriate.
Compile and complete data entry in state data systems and medical records in support of home visiting programs.
Maintain work and customer waiting areas so they are welcoming, clean, sanitary, and organized.
Participate in departmental or program goals, objectives, and organizational initiatives; perform other duties as assigned.
Adhere to safety, security, and health requirements and apply injury, illness, and loss-prevention practices.