Temporary Medical Administrative Assistant
About The Position
Under the general supervision of the Psychiatric Licensed Vocational Nurse, the Medical Administrative Assistant provides medically knowledgeable clerical and administrative support to the Psychiatric Department. The employee follows agency and department policies and procedures when performing clinical assistance tasks. The role includes supporting psychiatric appointments and referrals, assisting clients with tele-mental health technology, maintaining accurate electronic medical records, handling front desk and office administration, and helping ensure medication approvals and pharmacy fills. The employee maintains confidentiality in accordance with HIPAA and agency policies and handles information-release requests under agency, federal, and state guidelines. The employee regularly works in the field and in an office environment. Flexible, evening, and/or weekend hours may be required for time-sensitive projects. The position requires the ability to use a personal vehicle for agency business, maintain a valid California driver’s license and qualifying driving record, and complete TB testing and Department of Justice fingerprint clearance. Additional training may be requested when determined to be in the Company’s best interest.
Requirements
- Associate’s degree or equivalent from a two-year college or technical school, or a training certificate.
- Ability to use a personal vehicle with required insurance coverage to perform essential job duties and conduct agency business.
- Maintain a valid California driver’s license and a clean driving record meeting the insurance carrier’s liability coverage criteria.
- Complete TB testing and Department of Justice fingerprint clearance.
- Ability to communicate information effectively and respond to questions.
- Ability to read, analyze, and interpret manuals and office documents, and interpret written, oral, diagrammatic, or schedule-based instructions.
- Ability to define problems, gather, transcribe, and post data, analyze and classify information, and draw valid conclusions.
- Ability to work independently and with employees, clients, and the public in person and by telephone.
- Ability to multitask, prioritize, manage time, meet deadlines, and work under time constraints.
- Ability to adapt to changing work demands and maintain concentration, attention to detail, and ethical and professional standards.
- Ability to talk and hear to give and receive information and instructions; stand, walk, sit, use hands to handle objects or controls, and reach with hands and arms.
- Ability to use a computer keyboard for up to 50% of the day and use visual acuity, focus adjustment, and peripheral vision for computer work.
- Ability to lift and/or move up to 25 pounds.
- Ability to use a telephone, office copier, calculator, fax machine, computer printer, scanner, and other required equipment.
Nice To Haves
- A minimum of two years of administrative experience in an environment serving clients dealing with mental health issues is preferred.
Responsibilities
- Provide medically informed administrative, clerical, and office support to the Psychiatric Department.
- Schedule new and follow-up appointments for psychiatric services and create telehealth appointments as needed.
- Ensure client documents are provided to psychiatrists and other providers upon request.
- Help clients use technology to connect with tele-mental health services.
- Arrange psychiatric referrals to health care services as needed.
- Send daily appointment reminders through the electronic health records system; confirm appointments and modify them when necessary.
- Explain appointment preparation instructions to clients by phone, email, or in person.
- Provide initial front desk contact, give clients documents appropriate to their visit type, and ensure documents are complete.
- Cancel or reschedule appointments at psychiatrists’ request.
- Manage patient scheduling and office administration problems.
- Enter new patient information accurately into the electronic medical records program when needed.
- Screen clients and explain eligibility requirements before mental health services appointments.
- Provide backup office support to other Wellnest front desk administrative staff when approved by the IS Support Manager and needed.
- Follow agency reception policies and maintain strict confidentiality in compliance with HIPAA.
- Assist psychiatrists and clients in ensuring medications are approved and filled by pharmacies.
- Scan consent documents, patient letters, assessment results, and other records into the appropriate sections of client medical records.
- Assemble basic chart forms for new patient visits.
- Maintain filing systems for commonly used agency forms and referral information.
- Handle initial requests for release of medical or counseling information and ensure requests are complete and compliant with agency policies and federal and state guidelines.
- Perform front desk duties, including answering and triaging calls, checking in patients, verifying Medi-Cal coverage and demographic information, checking out patients, and scheduling follow-up appointments and referrals.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
