Administrative Assistant/Front Desk

Job Title:                    Administrative Assistant, Front Desk

Department:               Nebraska Core

Programs:                  PHP, TIOP

Supervisor:                Program Director

FLSA:                         Hourly, Non-Exempt

Schedule:                   Monday-Friday; 7:45-2:30

Summary of Major Functions: 

Provides administrative support and maintains front desk operations.  Facilitates systems that organize and ensure quality customer service. Maintains data, scheduling and processes for new admissions and therapists.  Provides front desk reception. 

Duties and Responsibilities:

Front Desk

1. Answer phones, including call forwarding from other sites.
2. Greet all patients, visitors, and vendors in lobby.
3. Check front desk voicemail regularly.
4. Check faxes and mail; distribute to appropriate parties. 
5. Maintain cleanliness and organization of waiting area and front desk.
6. Maintain/distribute staff phone list.
7. Support Psychiatrists with prescriptions, faxing, and patient-related tasks.
8. Monitor Ritten schedule and assist with setting up virtual appointments as needed across all disciplines
9. Administer psychological testing and surveys and distribute results to clinicians efficiently.
10. Assist the admissions department with created First Week Schedule and other admissions duties PRN
11. Complete daily Check-in process with the patients upon entry, and complete appropriate paperwork 
12. COVID Specific-monitor incoming employees and patients with screening protocol, extra sanitation for most trafficked areas & navigating and supporting all virtual appointments.
13. Has appropriate attention to detail regarding documents and paperwork.
14. Support clinical staff with faxing and other patient-related tasks
15. Makes positive contributions in meetings with ancillary departments for benefit of clinical support.
16. Orders supplies for clinical support.
17. Point of contact for difficulties with IT functions, such as phone systems or xerox machine
18. Provides support to the Program Director as needed.
19. Other job duties as assigned.

PHP/IOP Support

1. Prepare PHP/IOP admission materials by creating patient handbooks and maintaining an inventory (5 PHP /IOP), updated weekly.
2. Manage admission and finance documents in EMR for new admissions.
3. Participate with PHP / IOP patient orientation paperwork/ Qualtrics testing and other psychometric support.
4. Update patient’s schedules and distribute to staff. 
5. Maintain/distribute patient phone list.
6. Administer psychological testing and surveys and distribute results to clinicians efficiently.
7. Prepare and disseminate discharge information
8. Support all patients with related external appointments.
9. Maintain patient files, and upload documents to EMR.
10. Arrange transportation for patients to and from programing, as needed.

Minimum Qualifications:

1. Minimum of two years administrative support; healthcare office experience strongly preferred.
2. Ability to work as part of a team with coworkers.
3. Good oral, written and interpersonal communication skills.
4. Experience with Electronic Medical Records preferred.

Computer Skills:

1. Must be able to master an office scheduling system.
2. Must be able to efficiently learn and effectively work within an Electronic Medical Records system.

Physical Demands and Environment:

Physical demands of this job include but are NOT limited to:

Sitting frequently, standing occasionally, walking occasionally, talking frequently, hearing frequently, seeing constantly, reaching with arms and hands occasionally, crouching occasionally and using fingers intricately.  This position requires lifting/carrying up to 10 pounds occasionally and lifting/carrying up to 25 pounds rarely. 

Environmental conditions of this job include but are NOT limited to:

99% inside, 99% normal temperature and 99% normal noise as expected in a medical office environment.