Under direction of the Chief Financial Officer, the Administrative Assistant provides support to the Accounting department with account receivables functions, and Operations with data entry. Assists Reception with answering main phone line, transferring calls, relaying messages, greeting clients and the public, collecting payments, scheduling appointments, and patient appointment reminder calls. Assists Clinical records in filing, retrieving, and distributing of clinical records.
a. Assists CFO and Accountant with Accounts Receivable – prepare invoices for tenants, input invoices and payments into Sage Accounting Software, reconcile A/R Accounts and work with Accountant II, Payees and Tenants to resolve issues and keep A/R Balances current.
a. AKAIMS (State database) event data entry – Enters client event data from reports generated by the billing system.
a. Answer telephone and transfer incoming calls to proper extensions.
b. Respond to inquiries or, direct incoming calls to appropriate staff.
c. Screen crisis calls; route to On-Call clinician when appropriate.
d. Greet clients or the public arriving for appointments and/or making inquiries.
e. Inform clinicians, psychiatrists and administrators of client/visitor arrivals.
f. Schedule appointments for psychiatrist, and clinicians.
g. Make schedule changes as directed by clinicians and/or nurse/psychiatrist.
h. Receive payments, complete a receipt.
i. Collects client update forms.
j. Receive, date stamp and sort mail when received; place in interoffice envelope for distribution.
k. Arrange postage and collection of all outgoing mail by postal service.
l. Send department-wide emails when someone calls in ill; late, etc.
m. General data entry as necessary.
n. Faxing and copying when necessary.
o. Perform daily psychiatrist appointment and therapy reminder calls.
p. Ensure daily, that Reception area is tidy and clean.
4. Clinical Records
a. Monitor completion of new admission intake records; create new client records and records for all individuals seen through Emergency Services. Research archives to combine any file documentation (including Emergency Services records) with current records to provide comprehensive active records.
b. Monitor the completion of client discharge from services documentation. When complete, insure that the client file is transferred to the inactive portion of the file room.
c. In accordance with agency policy, places inactive client records and progress notes, after a specified date, into archive status and storage. Maintain archived clinical documentation consistent with Compliance and Confidentiality regulations.
d. Purge clinical records to remove expired or outdated documents in accordance with state, federal and professional regulations and standards as well as agency policy and procedures as stated per the retention & destruction policy.
e. Scanning, filing, uploading documents to be attached to the clients electronic health record.
- High School Diploma or equivalent.
- Two years experience in providing multiple administrative support functions.
- Must have strong writing and oral communication skills including good command of spelling and grammar, and must excel in attention to detail.
- Must have strong computer skills including working with Microsoft Office Suite applications.
- Ability to keyboard with speed and accuracy is necessary.
- Must demonstrate positive interpersonal skills, work well under pressure, and be able to work independently.
- Ability to pass a criminal background check in accordance with current state regulations
Please complete a JAMHI application: http://www.jamhi.org/images/clientid_218/employment.pdf At the bottom of the job page you can use one of three options to submit your resume and application (both resume and application are required):
1) Email address at firstname.lastname@example.org or
2) submit your application and resume via email or
3) fax to 907-463-6858.
Additional Required Information:
If you are selected, please provide the following at the time of the interview:
1. The names and current contact information of three (3) professional references
2. An official college transcript.