Administrative Assistant II, Outpatient Clinic

What to expect.

Primary responsibilities include:

• Receive clinic clients; collect client co-payments; receive and route telephone calls


• Schedule client follow-up appointments


• Maintain client medical records in good order; file client information; process client and other administrative paperwork


• Assist with maintenance of OMHC electronic health records


• Maintain clinic facilities for optimal and secure functioning


• Support medical staff with receipt, logging, and distribution of faxes, medical refill, pre-authorization requests, and delivered medications


• Provide backup assistance to Intake and other administrative staff as warranted; (8) Complete insurance authorizations and eligibility checks

Specific responsibilities include:

•  Monitor and route OMHC and/or substance use program voicemail messages


• Schedule appointments for clients and staff


• Manage the administrative information flow in the EHR


• Check client eligibility status to verify insurance coverage


• Check and verify current ITPs


• Apply for concurrent insurance authorizations


• Log and distribute incoming and outgoing faxes


• Request, log, and secure client co-payments


• Receive, respond and/or route incoming phone calls


• Print provider schedules and billing sheets


• Make appointment reminder calls


• Inventory, order, and maintain office supplies


• Respond to all requests from providers, clients and other staff in a professional manner


• Communicate critical information to staff in a timely manner


• File all notes and papers in client charts


• Collaborate with clinic directors on discharges and send 30 day letters to clients.


• Close charts in multiple electronic data systems


• Collaborate with psychiatric/addiction provider(s) to process prescription refills and prior authorization


• May conduct registration and obtain all documents required to register as a client of the OMHC and addiction services.


• Receive, log, and secure all delivered medications and handle client specimens as needed.


• All other duties as assigned to ensure successful operation of OMHC and/or addictions services

What you'll get from us.

At Sheppard Pratt, you will work alongside a multi-disciplined team led by a bold vision to change lives. We offer:

• A commitment to professional development, including a comprehensive tuition reimbursement program to support ongoing education and licensure and/or certification preparation


• Comprehensive medical, dental and vision benefits for benefit eligible positions


• 403b retirement match


• Generous paid-time-off for benefit eligible positions


• Complimentary Employee Assistance Program (EAP)


• Generous mileage reimbursement program

This position has a pay range of $20.60 - $22.27/hr.

What we need from you.

• High school diploma is required. An Associates Degree in business administration or related field is preferred.


• Prior experience in a health care setting is preferred, but not required.


• Commitment to excellent customer service for clients and staff


• Work requires 1-2 years of progressively more responsible administrative experience


• Previous experience and aptitude with computer systems and data software such as an Electronic Health Record and the ability to maintain and protect client confidentiality and privacy is essential.


• Demonstrated attention to detail and ability to work quickly and efficiently


• Ability to multi-task in a high volume, extremely fast-paced health care business environment. Demonstrated willingness to take on varied responsibilities and work as part of a team to ensure the overall success of the Clinic. Excellent interpersonal skills and a sense of humor is a plus.

WHY SHEPPARD PRATT? 

At Sheppard Pratt, we are more than just a workplace. We are a community of healthcare professionals who are dedicated to providing hope and healing to individuals facing life’s challenges. Join us and be a part of a mission that changes lives! 

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