Administrative Assistant

Location: Stevens

Supervisor: Practice Manager

Employee Classification: Exempt (Salaried), Full-Time

Hours: FTE 40 hours/week, Monday-Friday

Compensation: $17.50

 

Primary Function: 

The Administrative Assistant is often the first line of communication between prospective new patients, job-seekers, healthcare providers, and other members of the community. They may answer questions or provide general information, or direct people to those who can provide more direct and specific information. Being skilled in computer software, such as Google Suite programs, Therapy Notes, Streak, and other programs relevant to the clinic is necessary to perform the required tasks. The Administrative Assistant must have excellent communication and customer service and people skills, as well as be able to multitask and stay organized. It is important to be aware of all the services provided within the clinic. 

The Administrative Assistant may perform other administrative tasks as requested by the staff, and will be asked to assist the Practice Manager with special projects as needed.

Job Responsibilities:

• Use an Electronic Health Record system to perform the majority of job responsibilities
• Answer all incoming phone calls, screen them, take messages and/or forward to appropriate staff
• Process incoming and outgoing faxes including records requests, Release of Information forms and Care Coordination Letters
• Help to complete Therapy Notes charts for new patients which includes contacting patients to complete paperwork as needed
• Verify patient insurance eligibility and assist with obtaining HealthShare of Oregon (HSO) if needed by billing department
• Provide coverage for the New Patient Coordinator(s) when they are sick or on vacation
• Organize the waiting room, which may include organizing magazines, watering plants, stocking tea, etc
• Enter patient data into Measures and Outcomes Tracking System
• Take meeting minutes during the monthly all-staff meeting
• Manage/update the PMHW Referrals spreadsheet at least quarterly
• Assist Practice Manager with monthly KPI reports

Performance Requirements: 

Knowledge: 

• Knowledge of or willingness to learn the practice’s policies and procedures. 
• Knowledge of or willingness to learn industry specific terminology and insurance practices. 
• Knowledge of grammar, spelling, and punctuation, for effective and appropriate communication.
• Knowledge of web-based computer programs and applications in an Apple/Mac environment
• Demonstrate a strong understanding of HIPAA policies and regulations

Skills: 

• Use office equipment, and handle and file paperwork adequately.
• Handle incoming phone calls and respond or resource appropriately. 
• Communicate effectively, both verbally and in writing. 
• Gather, interpret, and report insurance information. 
• Navigate patient privacy with critical thinking and follow through.

Abilities: 

• Demonstrate compassion: Employees sees people during moments of trauma or crisis, where they and their family are vulnerable or in pain
• Demonstrate patience: Being patient with people who may have trouble communicating or understanding what is happening is important
• Ability to work effectively as a team member, and to communicate clearly, compassionately, and respectfully, with medical and mental health professionals, as well as with administrative support staff.
• Ability to interpret and understand insurance benefits.
• Ability to flexibly respond to changing demands within the work environment. 
• Ability to organize and prioritize tasks, time, and responsibilities effectively, as well as to work independently and with minimal supervision.
• Ability to establish and maintain effective working relationships with patients, employees, and the public. 
• Ability to function proficiently in a web-based computer environment.
• Work with Mac OS & Google Workspace

Equipment Operated: Standard office equipment, including computers, copiers, printers, telephones, etc. 

Work Environment: When working from a PMHW office, the position is in a well-lit office environment. Varied activities including sitting, standing, walking, reaching, bending, and lifting. 

Mental and Physical Requirements: Involves sitting approximately 90 percent of the day, walking or standing the remainder. Ability to tolerate mental and emotional distress as an anticipated aspect of the position. May require working under stressful conditions.

Portland Mental Health & Wellness offers a competitive benefits package for full-time employees that includes:

• Paid health leave (40 hrs to start)
• Paid holidays (48 hours to start)
• Paid vacation (40 hours to start)
• Health, dental, vision insurance
• Employer Paid Life/AD&D
• Voluntary Short Term Disability
• Monthly TriMet Transportation Pass covered at 100%
• 401K retirement with 3-4% company match once eligible
• Quarterly profit sharing 
• Enrollment with Student Loan Tutor
• 20% discount on vitamins & supplements through Wellevate

This description is intended to provide only the basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as the practice’s needs evolve. Regular and predictable attendance is an essential function of every job.

The requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By signing below, you acknowledge that you are able to perform the Essential Functions of this job, with or without accommodation. If an accommodation is needed, you acknowledge that you have been given an opportunity to discuss this with Human Resources.