Clinic Operations Assistant (aka Receptionist for a Psychology Clinic in Concord)

DESCRIPTION OF JOB RESPONSIBILITIES AND DUTIES

The Clinic Operations Assistant serves as direct support for all operations tasks within our clinics. This includes all ongoing tasks to keep the clinic running smoothly as well as any necessary tasks to support the administrative functioning of the programs within that clinic. The Level III position is for staff who have demonstrated years of high performance and skills, in addition to the expectation of operating mostly autonomously, performing higher level support and data/reporting tasks for programs as well as being proactive about all clinic operations tasks. A level III COA is expected to look for and improve systems in each of our clinics. 

MINIMUM REQUIREMENTS

1. Demonstrates proficiency, competency, and responsibility for COA tasks through performance evaluations or skills acquired over years of experience.


2. Bachelor’s degree or sufficient relevant experience


3. 3+ years in a previous related administrative support role. 


4. Knowledge and experience in office administrative functions. 


5. Demonstrate flexibility to handle organizational needs. 


6. Work full time, five days a week, Monday thru Friday, and be present at The Hume Center 


7. Must be willing to work evenings as needed. 


8. Demonstrate knowledge for representation of The Hume Center. 


9. Proficiency in Microsoft Word, Excel, Google applications (i.e., scheduler, Google docs), insurance eligibility application. 


10. Possess a valid California Driver’s license. Must be willing to use own vehicle and valid car  


11. insurance for work related travel. 


12. Be willing to use own cell phone to be accessible and willing to be available to receive calls for crisis and/or emergency situations with supervisors and relevant colleagues. 


13. Able to pass a background check, physical, and TB Test

PERSONAL ATTRIBUTES

1. Demonstrates proactivity, flexibility and openness 


2. Demonstrates high professionalism 


3. Strong organizational skills 


4. Effective interpersonal skills 


5. Ability to maintain Confidentiality 


6. Effective verbal and written skills


7. Detail oriented 


8. Works independently 


9. Works collaboratively with other program staff 

CLINIC OPERATIONS RESPONSIBILITIES

1. Support program management staff in providing the necessary staff support as it relates to the operations of the clinic and providing administrative staff support. 


2. Scheduling outpatient clients. 


3. Organizing all administrative operations of the team, including managing medical records.


4. Arranging/preparing medical records request for submission.


5. Updates and files submitted medical records.


6. Entering various data into state and county databases online and The Hume Center’s databases.


7. Specific data entry and reporting. 


8. Maintaining accounting records for consumer and program expenditure. 


9. Training and coordinating communication between the team and consumers. 


10. Provides general information regarding the services The Hume Center provides, answers routine inquiries. 


11. Logs referrals on computer and in binder and maintains referrals. 


12. Maintains copies of forms assigned according to program and department needs at that location. 


13. Filing according to program and department protocol. 


14. Performs a variety of routine typing assignments, form changes, and faxing. 


15. Supports other administrative assistants and personnel in the agency. 


16. Supports the van driver who picks up patients early in the morning and then drives them home in the early afternoon. 


17. Meets regularly with supervisor.


18. Completes any assigned project/task as assigned by Supervisors and /or President. 


19. Greets clients in a warm and friendly manner, have them sign in, and contact staff/trainees that their client is here. 


20. Greet any outside individual (s) who comes for an appointment and obtain a signed visitors form 


21. Ensure the office is opened by designated business hours each morning. 


22. Ensure the office is closed by designated business hours each evening. 


23. Organizes reception and maintains cleanliness of the waiting room area, kitchen, restroom and any common work area. 


24. Room Scheduling. Coordinates office and conference room assignments and other relevant space needs for events as it pertains to stated needs in collaboration with any staff that makes such requests. 


25. Provide a positive and safe working environment. 


26. Assist, as needed, in office relocation, moves, etc. 


27. Ensure filing of business and clinical program charts are filed utilizing an adequate and consistent professional protocol. 


28. Obtain necessary information to file/update patient records, and ensure all forms and consents are complete.


29. Setup and take down, cleanup of meeting rooms. 


30. Participate in the ordering, maintaining, and distributing all office supplies/expenses.


31. Collect any co-payments, deductibles, cash and credit card payments, when applicable. 


32. Closing files and locating closed files as needed. 


33. Completes billing preparation information, including but not limited to: 
    
    
    
    1. Verifies client’s medical insurance eligibility and authorize service sessions
    
    
    2. Obtains authorization of services for clients.  
    
    
    3. Cross checks with sign-in-sheets/system. 
    
    
    4. Faxes billing sheets, runs encounter reports.
    
    
    
    


34. Copies materials as requested and keeps all forms well stocked. 


35. Oversees mail distribution according to mail distribution procedure. 


36. Adequately process requests for information/records according to procedure. 


37. Handle emergency situations as the designated point person to coordinate execution such as earthquakes, electrical outages, fire, safety, etc. 


38. Run office errands as necessary. 


39. Provide substitution for office support when needed at other office locations such as answering transferring phone calls or being located at another office site and perform those relevant duties related to the Administrative Assistant Office Manager for that site, as assigned by Office Operations Manager in collaboration with other supervisor(s). 


40. Handle staff lunch order according to procedure. 


41. Ensure health and safety supplies (i.e. hand sanitizer, facial tissue, masks) are provided to all staff and clients as needed. Including, regularly disinfecting high traffic areas and encouraging clients to wash their hands frequently. 


42. Participate in staff meetings, annual Hume Center events such as graduation ceremonies, spring celebration, etc. 


43. Ensure the smooth functioning or office equipment by routine checks, request service, as needed and timely follow-up. 


44. Coordinate any office property management needs.