Administrative Assistant

Bronx Health Center and Foster Care Services (910 East 172nd St)

$38000 - $42000/year

Position Summary:

Under the general supervision of the Administrative Support Supervisor, and the Community Health Center Administrator and in accordance with established policies and procedures, the Administrative Assistant is responsible for ensuring that patients are registered and prepared for their visits at the Center, among other duties. This includes: providing excellent customer service, ensuring accurate registration of patients, answering telephones, appointment scheduling and confirmation, signing patients up for the Patient Portal and encouraging patients to complete patient satisfaction surveys. This is an administrative position with no supervisory responsibilities.

Essential Duties:

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Ensures that all patients, visitors and guests, as well as co-workers, receive personalized prompt attention and that they are treated with dignity and respect, and with the utmost confidentiality.
• Greets patients, observes their condition and routes them to the provider. Bringing acutely ill patients to the clinician's attention immediately.
• Responsible for monitoring the patient flow system, ensuring that all patients (walk-in patients and those with appointments) are processed in a timely manner; informs the Administrative Support Supervisor or Community Health Center Administrator, or designee of any systems breakdowns.
• Perform other duties as assigned

Administrative Assistant:

• Engage in of all aspects of the registration, check-in, and check-out processes, ensuring timeliness, accuracy and completion of the processes, or implementation thereof.
  
  
  
  • Organizes and maintains patient forms, including all registration forms, patient referral communications, transfers and address changes, and handles medical referrals and referral communications, as well as tracking.
  • Identifies, verifies, and updates health insurance status on patients' records and insurance forms at every visit.
  • Provides support with, or initiate insurance related pre-authorizations requests and change of Primary Care Providers requests for patients.
  • Ensuring that your log-in information for various portals are maintained and that you use portals per your training
  • Responsible for verifying patients' address, phone number, insurance, and emergency contact information at every visit.
  • Responsible for the collection, documentation, and processing of copayments/payments, and ensuring that all collected amounts are given to your manager on a daily basis
  • Assist patients with completion of forms, including Release of Information Forms, and assist with processing forms request
  • Assists with distribution of transportation reimbursement to eligible patients.
    
    
    
    • Responsible for securing funds for carfare reimbursement and daily reconciliation of related funds
    • Assists with implementation of electronic programs necessary for patient registration and flow, assists patients in signing up for patient portal and encourages them to complete patient surveys and forms, such as: Patient Satisfaction Survey, Rapid Assessment for Adolescent Preventive Services (RAAPS), etc.
    • Completion of Communications Sheets and processing of forms requests
    
    
    
    
  • Responsible for scheduling, rescheduling and confirming appointments per your training
    
    
    
    • Schedule appointments in person and over the phone with attention to continuity of care
    • Addressing all No-Show appointments per Children's Aid protocols
    • Working with health staff on recalling patients in need of medical, dental and/or mental health interventions.
    
    
    
    
  • Manage phone calls with proper phone etiquette and an emphasis on customer care
    
    
    
    • Manage and respond to all calls in a timely and professional manner
    • Determine caller's need and respond appropriately (transfer, attend to, create Telephone Encounter or seek assistance)
    • Communicate patients' messages via Telephone Encounters
    
    
    
    
  
  
  
  

Other tasks:

• Acts as a patient advocate.
• Stocking of office supplies, and distribution of mail/faxes as assigned.
• Review and respond to communications (e.g., emails and Telephone Encounters) on a daily basis, and in a timely manner
• Responsible for keeping the Health Center Administrator/Supervisor or designee updated on current issues and/or problems related to your job responsibilities or the Center's environment.
• Assists with other clinic's clerical duties as assigned by Health Center Administrator/Supervisor or designee
• Participates in meetings, trainings, events, quality improvement and other initiatives
• Comply with all privacy laws including HIPAA and other regulatory laws, rules and guidance.

Minimum Qualifications:

• High School Diploma or Equivalency Certificate (GED).
• Minimum of 2 years of experience working in a Medical Practice.
• Bilingual (Spanish/English) a must, with ability to interpret both languages and act as an interpreter.

Key Competencies:

• Works effectively and enthusiastically with children, adolescents, families, professionals and persons from a wide range of cultural, social and economic backgrounds.
• Must be focused (making your work a priority), and not easily distracted
• Must be able to handle multiple tasks at one time
• Knowledge of Electronic Medical Records, preferably, EClinicalWorks
• Strong communication, organizational, customer service, and interpersonal skills