Administrative Assistant
Outpatient Part 822 Outpatient Treatment Service
ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
POSITION TITLE: Administrative Assistant
DEPARTMENT: Administration
DIRECT SUPERVISOR’s TITLE: Clinical/Program Director/Partners
POSITIONS/STAFF SUPERVISED: N/A
POSITION DESCRIPTION
Adhere to the regulatory operation standards of a Part 822 outpatient program both at the state and federal levels. Major function is to oversee the daily operations of the office ensuring a smooth transition of information, resources, and paper flow. All core duties and responsibilities are subject to periodic
revision.
MAJOR RESPONSIBILITIES:
- 1. Answer all routine program enquiries via e-mail, written or telephone
- 2. Oversee collection and distribution of the mail.
- 3. Answer phones, forward messages and maintain a message log
- 4. Schedules initial appointments for admission assessments
- 5. Maintain patient/counselor scheduler on EMR
- 6. Compile and maintain billable service log per patient per counselor
- 7. Make sure counselor visit notes are completed daily and signed
- 8. Maintain updated roster of patients
- 9. Maintains routine records and files for the daily management of the program
- 10. Type meeting minutes and case conference notes if needed
- 11. Maintain ECR information as pertinent to patient attendance, schedules for group
- 12. Maintain updated Insurance information on patients
- 13. Maintain Self Pay (collection of fees, receipts, and pertinent documentation of payment)
- 14. Verifies as active all Insurances through telephone, web based or EMedNY
- 15. Notifies Insurance of patient pre-admission (2nd service) within 48 hours document 28-day authorization in EMR alert section
- 16. Notifies Insurance within 48 hours of admission (LOCADTR & Appendix A)
- 17. Maintains HRA P-TAR system for Metro Card reimbursement
- 18. Maintain and ensure confidentiality of all records and correspondence
- 19. Input PAS 46 and PAS 45 in NYS OASAS CDS
- 20. Scan paperwork in patient charts as necessary
- 21. Open EMR case records
- 22. Close EMR case records
- 23. Assist in maintaining agency compliance with NYC HRA STARS
- 24. Maintain a clean work environment
- 25. Assure that are services delivered are patient centered
- 26. Adhere to Code of Conduct and Canon of Ethics
COMMUNICATION: Communicates effectively in writing and orally all relevant information related to patients, patient property, environment of care. Makes timely and complete entries of all incidents as required.
COLLABORATION: Works collaboratively with all other departments to ensure that daily program schedule is followed. Participates in group and individual supervision.
COURTEOUS & ETHICAL CONDUCT: Interact in an ethical and courteous manner with all callers, visitors, patients, families, referents, co-workers, and supervisors. Adhere to all aspects of the Canon of Ethics and Justice Center Code of Conduct. Maintains professional boundaries and patient-centered approaches.
CONTINUOUS QUALITY IMPROVEMENT: Participate in process of ongoing evaluation of job competencies by engaging in the following:
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a) Identify and articulate strengths and areas of improvement as it relates to Organizational and Professional Responsibilities and Competencies, as well as Position Specific and Departmental Responsibilities and Competencies
b) Develop and articulate plan and methods for improving in areas that require improvement, as well as maintaining competence in areas of strength
c) Track and maintain any license, certification, or accreditation required for specific position. Track and complete all in-services, courses, and certifications required by organization and/or
certifying body
d) Seek out and utilize regular supervision, as well as during crises
e) Participate in semi-annual review, and annual evaluation
REQUIREMENTS:
High School Diploma or GED
SUD Education or CASAC-T a plus
Prior experience working with SUD patients preferably within an NYS OASAS certified program. Must be able to work in a fast-paced environment. Needs to have a clear understanding of the patient population present in the facility. Have strong sense of boundaries, have the ability to diffuse irritable patients, the ability to show empathy and willingness to work within a team consisting of Medical Director, Clinicians, Nurses, Nurse Practitioners and Peers. Detail oriented, fast learner and good computer skills a must.