Administrative Assistant/Receptionist

Description

Position Title:                    Administrative Assistant/Receptionist
Department:                     PACE
Supervisor:                       Unit Manager
Status/Hours per week:    Non-exempt / 35 hours

Primary Function:
The Administrative Assistant/Receptionist performs a variety of administrative, customer service, and support duties in the PACE Program.

Duties & Responsibilities:

Priority Tasks
•    Schedule, monitor, and prepare paperwork for all medical appointments; internal and external.
•    Front desk coverage; including but not limited to:  answering the central phone console, monitoring the front doorbell using the remote intercom, greeting visitors/ participants, and directing deliveries.
•    Follow up on consultant reports
•     Appointment verifications
•    Filing, scanning, sort and deliver mail and/or faxes
•    Cover Transportation dispatch desk using the portable radio, when needed.
•    Assist Transportation drivers as needed; including calling participants, sorting prescriptions for participant delivery as well as collecting medical records, materials, supplies, and/or paperwork for distribution. Additional assistance may be required. 
•    Attend meeting(s) as scheduled and requested by immediate supervisor, Unit Manager and/or attend group meetings arranged by the Operations Director. 
•    Provide translation services, if requested by Clinical/Medical staff.

Ongoing Tasks
•    Read and understand UCHC and UESP policies and procedures.
•    Assist with receiving, tracking, and processing all bills/claims.

•    Prepare and maintain procedures, instruction manuals and checklists pertaining to areas of individual assignment in collaboration with the Unit Manager and/or Site Manager. 
•    Maintain and understand external instruction manuals and other information pertaining to areas of individual assignment.
•    Communicate with other UESP, UCHC and outside agencies and organizations to ensure coordination of effort and resolution of problems as requested by the Unit Manager.
•    Provide operational, financial, or data support to ADHC Coordinator, Clinical Director, or Medical Director as requested.
•    Assist with QI studies.
•    Tasks as assigned by Unit Manager.
 

Qualifications

Minimum Basic Knowledge:  

•    High School Diploma or GED. 
•    Associate’s degree or some college training preferred.
•    Interest in and sensitivity to population aged 55 and older required. 
•    Along with English, additional language skills in Spanish, Portuguese Creole, Vietnamese, Cantonese, Mandarin, or French Creole is highly desirable.

Experience & Qualifications:  

•    Strong customer service and organizational skills
•    Previous experience working with electronic health record (EHR)
•    Knowledge of Microsoft Office Suite
•    One-year experience with office administration; ideally in a health care setting

Independent Action:
    Must be able to work independently and multi-task, according to duties of positions (as listed above).  

Supervisory Responsibility:
    None

Define Access Level to PHI:    Level 3: Authorized to access only certain limited categories of PHI and certain limited sections of the UCHC patient’s medical record that are necessary to perform job duties, whether treatment, payment or operations duties.  Staff in this category level should confine the use of PHI to the minimum necessary required and should not access or read parts of the medical record not needed to perform assigned duties.