Clinic Program Assistant

Reports to:

Practice Manager Program:

White Plains Clinic Location:

White Plains, NY (when necessary, program assistants are expected to cover other clinic locations)

Hours Per Week:

37.5

FLSA Status:

Full Time, Non-ExemptSalary range: $22 per/hr

Summary Description:

The Program Assistant is responsible for all administrative aspects of the clinics which are necessary to ensure the smooth and orderly operation in our integrated services clinics. Positive and courteous interactions with clients, staff and other community agencies are an essential aspect of this job. The Program Assistant will work with a person-centered, trauma-informed philosophy in alignment with the values of Greater Mental Health of NY.

Responsibilities:

Work closely with clinic managers to support administrative functions and timely processing of all clinics administrative processes.

Handle incoming calls while maintaining a polite, consistent professional manner and etiquette.

Take messages from the general voice mailbox, emails, health waves, other and deliver these timely.

Welcome and greet all clients and visitors, in person or over the phones.

Maintain an accurate record of clients seen each day, assist with filing, faxing, meetings scheduling.

Manage all providers schedules, which includes appointments, cancellations, reminder calls, contact notes, re-scheduling rapidly.

Schedule all client appointments with accuracy, maximizing scheduling practices.

Receive referrals, gather required data, complete insurance verification, create charts, provide appointments for all clients, wait list, etc., among other administrative duties.

Accept payments and provide receipts for services.

Work collaboratively with the clinic managers to ensure availability of client forms, consents, surveys.

Receive general clinic mail as well as other deliveries and direct appropriately.

Maintain inventory and ordering of clinic supplies, office needs, in collaboration with the clinic director, agency systems, facility, IT, among others.

Provide cross-coverage in clinics as designated when needed, directed by manager or designee.

Keep the reception and office space area clean and organized.

Other designated duties.

Competencies:

Strong communication and human relations skills.

Attention to detail.

Understanding of front desk clinic operations.

Good time management skills.

Excellent telephone etiquette and service.

Patience, flexibility, and professionalism.

Familiarity with and ability to use an Electronic Health Record system.

Performance Indicators (KPIs): Measure the average time taken to answer calls and the percentage of calls successfully resolved without escalation.

Measure the effectiveness in supporting administrative tasks and compliance with office procedures, insurance verification, timeliness of appointments creation, amongst other related administrative tasks.

Requirements:

A High School diploma or equivalent. Bilingual preferredEnglish/SpanishMust be organized, display good judgment and be able to see a task through completion. Must adhere to the agencies and programs policy, procedures, and professional code of ethics. Must be able to work independently and demonstrate initiative and good judgment. Confidentiality must be maintained on all client information. Must be cleared and maintain clearance by applicable regulatory clearances as required.

Must be legally eligible to work in the United States.

Special Considerations:

Hours per week, reporting structure, and location are subject to change per program needs.

Mandated Reporter:

This is a Mandated Reporter position. The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a custodian under the law and, therefore, a mandated reporter. You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report. Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.