Clinical Administrative Assistant

Summary: Reports to and works under the direction of the Director of Quality Assurance. This position provides back-up support for the day-to-day administrative operation of the Welby Road facility, and administrative support for the Clinical Team.

Schedule: Monday-Friday 8a-4p

Hourly rate starts at $22

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions to include the following:

• Answer telephone and take messages for office staff as necessary.


• Greet all visitors that enter the building.


• Maintain and order office supplies, as needed.


• Maintain office equipment in working order, scheduling repairs and/or routine maintenance, as needed.


• Assist in proper archiving of old files; organize and maintain archived files.


• Serve as office liaison for vendors (i.e. telephones, computers, copy machine, etc.)


• Maintain and distribute up to date list of all agency phone numbers.


• As needed, run program related errands (i.e. to post office, DDS, food for meetings, etc.)


• Participate in special committees as needed.


• Record, transcribe and distribute minutes for clinical meetings as assigned or requested (i.e. IDT/Risk, Nurses meetings, etc…).


• Assist in the coordination of the Human Rights Committee, including but not limited to; distribution of the meeting agendas to all human rights officers and committee members, record, transcribe and distribute the monthly committee meeting minutes, attend all human rights officers meetings and participate in any further trainings as needed.

• Assist in incident management including entering data into HCSIS and maintaining records.


• Act as liaison to ensure all programs receive materials needed for proper medication administration including monthly Medication Administration Records, Annual Orders, CLIA waiver, DPH Site Certificates, MAP updates etc.


• Have full understanding of Ehana including ability to show new staff and coordinators/managers the functions of the database.


• Responsible for overall upkeep of the common areas of the office.


• Track and digitally file residential area fire drill reports.


• Record, transcribe and distribute minutes for Nurses meetings.


• Manage approvals and consents for all clinical Behavioral and Medical Treatment plans.


• Copying, typing and other general clerical tasks as assigned or requested.


• Prepares and distributes Clinical on- call calendar monthly.


• Copy and distribute monthly medication administration sheets and treatment sheets, and tracking their return to ensure they are at the residential homes and Day Hab before the end of the month.


• Assist in coordination of agency satisfaction survey.


• Other duties as assigned.

QUALIFICATIONS AND REQUIREMENTS:

• Maintenance of an acceptable CORI


• Valid Driver’s license


• Negative drug screen


• Use of personal vehicle for work purposes


• Commitment to the philosophy of community inclusion

EDUCATION and/or EXPERIENCE:  

• High school diploma and at least one year of administrative office experience


• Demonstrated history of quality work performance and teamwork in previous positions