Administrative Assistant

Position Summary: Under the general supervision of the School-Based Health Center Program Manager and the site’s Nurse Practitioner, and in accordance with established policies and procedures, the Administrative Assistant is responsible for providing excellent customer service, ensuring accurate registration of patients, answering telephones, appointment scheduling, signing patients up for the portal and encouraging patients to complete patient satisfaction surveys and other surveys as needed. This is a clerical position with no supervisory responsibilities.

Responsibilities:

• Comply with all privacy laws including HIPAA, etc.
• Responsible for monitoring the patient flow system, making sure that walk-in patients and appointment patients are processed in a timely manner; informs the SBHC Program Manager of any systems breakdowns.
• Greets patients, observes their condition and routes them to the provider
• Ensures that all patients, visitors and guests, as well as co-workers, receive personalized prompt attention and that they are treated with dignity and respect, and with the utmost confidentiality
• Brings acutely ill patients to the practitioner’s attention immediately
• Covers for medical assistant in providing first aid care and prepping patients (taking vital signs) that will be seen by medical provider
• Works with health staff on recalling patients in need of medical, dental and/or behavioral health services (as applicable).
• Maintains electronic health records, including all demographic information on the patient, registration forms, patient referral communications, address changes, and handles medical referrals and referral communications as well as tracking.
• Assists with implementation of electronic programs necessary for patient registration and flow, assists patients in signing up for patient portal and encourages them to complete patient surveys and forms, such as Patient Satisfaction Survey, Rapid Assessment for Adolescent Preventive Services (RAAPS), etc.
• Responsible for verifying address, phone number and emergency contact information at every visit.
• Organizes and maintains patient forms, including consent forms, 504 forms, etc.
• Distributes, collects and reviews patient consent forms regularly
• Participates in SBHC outreach school activities ex. Open House, Parent Teacher conferences, etc.
• Identifies and updates health insurance status on patients' records and insurance forms at every visit.
• Responsible for scheduling and confirming appointments and addressing all missed appointments as per CAS protocols
• Acts as a patients’ advocate.
• Responsible for maintaining inventory and for ordering and restocking office supplies
• Responsible for timely submission of pCard (CAS purchasing card) reconciliation documents.
• Is competent to assist and interact with patients based upon the age groups treated
• Responsible for keeping the Site Manager/Supervisor or his/her designee updated on current issues and/or problems related to his/her job responsibilities.
• Assists with other clinic’s clerical duties as assigned by Site Manager/Supervisor.

Qualifications:

• High School Diploma or Equivalency Certificate
• Bilingual (Spanish/English) a must
• Works effectively and enthusiastically with children, adolescents, families and individuals from a wide range of cultural, social and economic backgrounds
• Proficient in Word and Excel
• Must be able to handle multiple tasks at one time
• Prior experience working in a medical office/clinic a plus

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children’s Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children’s Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children’s Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.