Schedule: Monday through Friday, 8:30 – 5:30 pm
Under the general supervision of the Program Director, the Office Assistant provides broad administrative support to both the clients and clinical staff of Cana Counseling, a psychotherapy practice of Catholic Charities. Primary duties include customer service and reception, intake and scheduling, check-in and payment collection, data management, and other supportive tasks.
Responsibilites- Performs office opening and closing duties as assigned.
- Receives clients and the general public through personal reception.
- Answers telephones and directs calls appropriately.
- Provides information to callers regarding resources offered by Cana Counseling, Catholic Charities, and/or external community resources as needed.
- Completes phone intake for new client services.
- Collects all required insurance and other payor information
- Works with the Program Director and billing staff to plan, address, and resolve issues of payment or eligibility for payment for services.
- Checks-in clients for appointments and accept payments. Personally addresses issues with financial accounts as needed.
- Secures all required documentation and signatures for clinical charts.
- Performs scheduling for clients and clinicians throughout the day.
- Communicates status of client appointments and issues to clinical staff.
- Performs data management functions in the program database.
- Prepares next day schedules and completes reminder calls to clients.
- Facilitates client correspondence per program policies.
- Performs daily appointment and cash reconciliation processes when assigned.
- Works to solve problems for clients, staff, and co-workers.
- Assists with special projects as requested.
- Assists in creating a clean, compassionate, hospitable environment for clients and staff.
- Other duties as assigned.
Requirements- Education
- High school diploma or the equivalent required.
- Experience
- Administrative experience.
- Knowledge of HIPAA, including all aspects of confidentiality, preferred.
- Skills and Abilities
- Excellent communication and customer service skills.
- Must be competent in use of Windows and all Microsoft products and possess the ability to learn and use other software programs.
- Ability to operate a variety of general office equipment.
- Exposures
- Controlled work environment with noise/vibrations from general office equipment.
- Minimal exposure to fumes/dust/odor.
Physical Demands- Work Type: Medium, exerting up to 25 pounds of force occasionally, and/or up to 40 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
- Climbing/Balancing/Freedom to Move: May be assigned to multilevel building with some floors accessible by stairs only.
- Stooping/Bending: Frequent.
- Reaching: Occasional, overhead as well as horizontal and down.
- Vision: Adequate to perform essential functions. Color vision: No particular color vision requirement. Hearing: Frequently perceive nature of sounds by ear
- Speech: Frequently express ideas by means of spoken words.
- Eye/Hand/Foot Coordination: Frequently operates equipment requiring moderate ability.
- Manual Dexterity: Frequently operates equipment requiring moderate ability.
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