Office Assistant

Schedule: Monday through Friday, 8:30 – 5:30 pm

Under the general supervision of the Program Director, the Office Assistant provides broad administrative support to both the clients and clinical staff of Cana Counseling, a psychotherapy practice of Catholic Charities. Primary duties include customer service and reception, intake and scheduling, check-in and payment collection, data management, and other supportive tasks.

Responsibilites

• Performs office opening and closing duties as assigned.
• Receives clients and the general public through personal reception.
• Answers telephones and directs calls appropriately.
• Provides information to callers regarding resources offered by Cana Counseling, Catholic Charities, and/or external community resources as needed.
• Completes phone intake for new client services.
• Collects all required insurance and other payor information
• Works with the Program Director and billing staff to plan, address, and resolve issues of payment or eligibility for payment for services.
• Checks-in clients for appointments and accept payments. Personally addresses issues with financial accounts as needed.
• Secures all required documentation and signatures for clinical charts.
• Performs scheduling for clients and clinicians throughout the day.
• Communicates status of client appointments and issues to clinical staff.
• Performs data management functions in the program database.
• Prepares next day schedules and completes reminder calls to clients.
• Facilitates client correspondence per program policies.
• Performs daily appointment and cash reconciliation processes when assigned.
• Works to solve problems for clients, staff, and co-workers.
• Assists with special projects as requested.
• Assists in creating a clean, compassionate, hospitable environment for clients and staff.
• Other duties as assigned.

Requirements

• Education
  • High school diploma or the equivalent required.
• Experience
  • Administrative experience.
  • Knowledge of HIPAA, including all aspects of confidentiality, preferred.
• Skills and Abilities
  • Excellent communication and customer service skills.
  • Must be competent in use of Windows and all Microsoft products and possess the ability to learn and use other software programs.
  • Ability to operate a variety of general office equipment.
• Exposures
  • Controlled work environment with noise/vibrations from general office equipment.
  • Minimal exposure to fumes/dust/odor.

Physical Demands

• Work Type: Medium, exerting up to 25 pounds of force occasionally, and/or up to 40 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• Climbing/Balancing/Freedom to Move: May be assigned to multilevel building with some floors accessible by stairs only.
• Stooping/Bending: Frequent.
• Reaching: Occasional, overhead as well as horizontal and down.
• Vision: Adequate to perform essential functions. Color vision: No particular color vision requirement. Hearing: Frequently perceive nature of sounds by ear
• Speech: Frequently express ideas by means of spoken words.
• Eye/Hand/Foot Coordination: Frequently operates equipment requiring moderate ability.
• Manual Dexterity: Frequently operates equipment requiring moderate ability.

Right To Work

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