Clinic Operations Assistant (COA)

PORTIA BELL HUME BEHAVIORAL HEALTH AND TRAINING CENTER (aka The Hume Center) has a rewarding opportunity for a qualified Clinic Operations Assistant under the leadership of The Hume Center’s Clinic Program Manager. This is an exciting opportunity to help our organization to grow by continuing to develop this department.

MISSION: The Hume Center’s mission is to provide high quality, culturally sensitive and comprehensive behavioral health care services and training. We strive to promote mental health, reduce disparities and psychological suffering, and strengthen communities and systems in collaboration with the people most involved in the lives of those we serve. We are committed to training behavioral health professionals to the highest standards of practice while working within a culture of support and mutual respect.

DESCRIPTION OF JOB RESPONSIBILITIES:

The Clinic Operations Assistant serves as direct support for all operations tasks within our clinics. This includes all ongoing tasks to keep the clinic running smoothly as well as any necessary tasks to support the administrative functioning of the programs within that clinic.

MINIMUM REQUIREMENTS:?

Highschool Diploma or higher

? 3+ years in a previous related administrative support role, preferred

? Knowledge and Experience in office administrative functions.

? Demonstrate flexibility to handle organizational needs.

? Work full time and be present at the Hume Center

? Must be willing to work evenings as needed.

? Demonstrate knowledge for representation of The Hume Center.

? Proficiency in Microsoft Word, Excel, Google applications (i.e., scheduler, Google docs), insurance eligibility application.

? Possess a valid California Driver’s license. Must be willing to use own vehicle and valid car insurance for work related travel.

? Be willing to use own cell phone to be accessible and willing to be available to receive calls for crisis and/or emergency situations with supervisors and relevant colleagues.

PERSONAL ATTRIBUTES:?

Demonstrates Creativity, Flexibility and Openness

? Demonstrates High Professionalism

? Strong Organizational Skills

? Effective Interpersonal Skills

? Ability to Maintain Confidentiality

? Excellent verbal and written skills.

? Detail oriented.

? Works independently.

? Works collaboratively with other program staff.

RESPONSIBILITIES:

PROGRAM:

? Meet with program management staff as needed to review assignments and task completion.

? Provides general information regarding the services The Hume Center provides, answers routine inquires.

? Training and coordinating communication between the team and clients.

? Logs referrals on computer and in binder and maintains referrals.

? Copies of forms assigned according to program and department needs at that location.

? Filing according to program and department protocol.

? Performs a variety of routine typing assignments, data entry, form changes, and faxing.

? Participate in staff meetings and annual Hume Center events.

? Meet regularly with supervisor to review assignments and task completion.

? Complete any assigned project/task as assigned by supervisors and /or President.

? Ensure filing of business and clinical program charts are filed utilizing an adequate and consistent professional protocol.

? Closing files and locating closed files as needed.

? Adequately process requests for information/records according to procedure.

? Organizing all administrative operations of the team, including managing medical records.

? Maintaining accounting records for consumer and program expenditure

? Obtains authorization for clients.

? Completes correctly billing preparation information, including but not limited to:

? Verify client’s medical insurance

? Eligibility, and authorized service sessions

? Cross checks with sign-in-sheets.

? Faxes billing sheets

? Copies materials as requested and keeps all forms well stocked.

CLIENTS:

? Provides excellent customer service to all clients.

? Scheduling new and established clients

? Checks clients in and out. Greets clients in a warm and friendly manner, verifies sign-in form is fully completed, informs staff/trainee that their client is ready be seeing.

? Collects any co-payments, deductibles, cash and credit card payments, when applicable.

? Answering phone calls and assisting clients with basic questions, or refers them to the appropriate department.

? Maintains compliance with all required HIPPA rules, regulations, and guidelines

OFFICE:

? Backs up other administrative assistants and personnel in the agency.

? Greet any outside individual (s) who comes for an appointment and obtain a signed visitors form.

? Ensure the office is opened by designated business hours each morning.

? Ensure the office is closed by designated business hours each evening.

? Organizes reception and maintain cleanliness, waiting room area, kitchen, restroom and any common work area.

? Room Scheduling. Coordinates of office and conference room assignments and other relevant space needs for events as it pertains to stated needs in collaboration with any staff that makes such request.

? Provide a positive and safe working environment.

? Assist, as needed, in office relocation, moves, etc.

? Setup and take down, cleanup of meeting rooms.

? Participate in the ordering and controlling, distribution for all office supplies/expenses.

? Oversees mail distribution according to mail distribution procedure.

? Handle emergency situations as the designated point person to coordinate execute such as earthquakes, electrical outages, fire, safety and etc.

? Run office errands as necessary.

? Provide substitution for office support when needed at other office locations such as answering transferring phone calls or being located at another office site and perform those relevant duties related to the Administrative Assistant Office Manager for that site, as assigned by Office Operations Manager in collaboration with other supervisor(s).

? Handle staff lunch order according to procedure.

? Ensure the smooth functioning or office equipment by routine checks, request service, as needed and timely follow-up.

? Coordinate any office property management needs.

? Collaborate with the Administrative Clinic Coordinator regarding clinic operation needs such as supplies, IT, etc.

? Collaborate with the Project Administrative Coordinator regarding clinic events including set up, taking down, etc.

DATA:

? Enters data in accordance with data entry timeliness to internal and external databases.

? Specific data entry and reporting.

OTHER:

? Complete other assignments as assigned by Supervisor and/or President.