ADMINISTRATIVE SUPPORT

Description:

POSITION: Administrative Assistant

DEPARTMENT: Clinical Health Services

LOCATION: 1575 Blue Hill Avenue, Mattapan Director of Clinical Health Services, MA 02126

REPORTS TO: Operations Practice Administrator

TYPE: Full-Time

SALARY: Negotiable

JOB SUMMARY:

Under the direction of the Operations Practice Administrator, the Administrative Assistant provides clerical and communication support to the Medical department. The Administrative Assistant schedules appointments, facilitates patient flow, works closely with clinical staff to identify patients that need to be seen sooner, manages and assists with medical department paperwork, informs patients of wait times, takes and transmits messages, and organizes and maintains clerical inventory. The Administrative Assistant is also responsible for coordinating day-to-day operations of the Front Desk, ensuring timely throughput for scheduled and walk-in patients and takes responsibility for Great Patient Experience.

RESPONSIBILITIES

Clerical Assistance

• Demonstrates Service Excellence with every patient interaction.
• Acts as an administrative assistant for all clinic needs.
• Works closely with providers, nurses, and medical assistants throughout the day to provide timely updates on patients waiting to be seen for scheduled appointments.
• Works closely with providers throughout the day to provide follow-up for patients regarding appointments, prescriptions, forms, and/or test results.
• Works closely with medical department staff to assist in organization and completion of forms, including assuring that patient information is completed, collecting relevant information from patients or scheduling medical appointments if needed for further evaluation.
• Manage multiple phone lines efficiently and respond appropriately to incoming phone calls; provide information/assistance, and appropriately document communication/messages
• Send and organize received faxes for patients and providers as needed.
• Assists with limited case management needs, such as requesting transportation for patients and submitting requests to pharmacy liaison partners for medication prior authorizations.
• Additional tasks as required for department flow and needs of the medical team.

Requirements:

• A commitment to MCHC's mission and values.
• 3-5 years directly related work experience required.
• Strong organizational skills in a deadline driven environment; ability to organize time and prioritize effectively, asking for direction when appropriate.
• Exceptional ability to prioritize multiple tasks and projects to meet team objectives and deadlines.
• Self-directed and displays good judgment; proactively identify issues and work with the appropriate person to resolve
• Ability to establish and cultivate constructive relationships; effective at working in teams.
• Excellent interpersonal and communication skills.
• Judgment and discretion in interacting with providers and management on sensitive and confidential issues.
• Proficient in Microsoft Office (Word, Excel, Access, OneNote, PowerPoint).
• Demonstrated ability to work with people of different races, ethnicities, sexual and gender identities and expressions, ages, abilities, and experiences.
• Ability to work with telephonic interpreters for patient communication; bilingual fluency in Haitian Creole or Spanish preferred;

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