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Form of workJob Description
Job Title:Office Assistant
FLSA Status: Nonexempt/Hourly
Reports To: Office Manager/Facility
FTE Status: Part Time
Department: Office
Date Revised: 10/2023
FLSA Status: Nonexempt/Hourly
Reports To: Office Manager/Facility
FTE Status: Part Time
Department: Office
Date Revised: 10/2023
Position Objective & Summary:
General purpose for this job (what is done and why). Restorative Alternative Wellness, Inc. is a reputable and compassionate mental health facility dedicated to providing comprehensive care and support to individuals facing mental health challenges. We are seeking a dedicated and empathetic Office Assistant to join our team and contribute to the smooth functioning of our facility. The Office Assistant will play a critical role in providing administrative support, coordinating patient services, and ensuring a welcoming environment for clients and staff. The Office Assistant will be responsible for providing essential administrative support to our mental health facility. This role requires excellent organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality. The Office Assistant will assist in coordinating patient appointments, maintaining records, managing correspondence, and facilitating effective communication within the facility.
General purpose for this job (what is done and why). Restorative Alternative Wellness, Inc. is a reputable and compassionate mental health facility dedicated to providing comprehensive care and support to individuals facing mental health challenges. We are seeking a dedicated and empathetic Office Assistant to join our team and contribute to the smooth functioning of our facility. The Office Assistant will play a critical role in providing administrative support, coordinating patient services, and ensuring a welcoming environment for clients and staff. The Office Assistant will be responsible for providing essential administrative support to our mental health facility. This role requires excellent organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality. The Office Assistant will assist in coordinating patient appointments, maintaining records, managing correspondence, and facilitating effective communication within the facility.
Essential Functions, Duties & Responsibilities:
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Nonessential functions are identified with an asterisk.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Nonessential functions are identified with an asterisk.
- Schedule appointments for patients, ensuring utilization of clinicians’ time and prompt service for clients.
- Communicate with patients to confirm appointments, provide reminders, and handle appointment rescheduling or cancellations.
- Maintain accurate and up-to-date patient records, including demographic information, medical history, and consent forms.
- Ensure patient confidentiality and compliance with HIPAA regulations in handling and storing sensitive information.
- Assist in managing the front desk, answering phone calls, greeting visitors, and providing general information about the facility's services. Handle incoming and outgoing mail, email correspondence, and other forms of communication.
- Prepare and maintain documents, reports, and forms related to patient records, billing, and facility operations.
- Order and maintain office supplies, ensuring availability and proper inventory management.
- Enter and update patient information, treatment plans, and billing details in electronic health records (EHR) systems or other designated databases.
- Maintain accurate and organized physical and electronic filing systems for patient records, reports, and administrative documents.
- Assist in generating reports, statistical data, and other information as requested by supervisors or regulatory bodies.
- Coordinate with internal departments, clinicians, and support staff to facilitate smooth operations within the facility.
- Collaborate with insurance providers, billing departments, and external stakeholders to ensure accurate and timely processing of insurance claims and payments.
- Assist in coordinating meetings, training, and workshops, including scheduling, preparing materials, and arranging logistics.
- Provide exceptional customer service to patients, visitors, and staff members, demonstrating empathy, professionalism, and a helpful attitude.
- Assist in triaging phone calls and inquiries, directing them to the appropriate individuals or departments.
- Communicate effectively with clinicians, therapists, and administrative staff to relay messages, gather information, and ensure timely responses.
- Other duties as required
Credentials/Experience:
Minimum education, experience, technical and communication skill levels, and licenses/certificates are normally required to perform the duties of this position.
Minimum education, experience, technical and communication skill levels, and licenses/certificates are normally required to perform the duties of this position.
- High school diploma or equivalent. Additional education or certifications in healthcare administration or related field is a plus.
- 2 years of experience in an administrative support role, preferably in a healthcare or mental health setting.
- Familiarity with medical terminology, electronic health records (EHR) systems, and HIPAA regulations.
- Proficiency in Microsoft Office suite and other relevant software applications.
- Excellent organizational, time management, and multitasking skills.
- Strong attention to detail and accuracy in data entry and recordkeeping.
- An empathetic and compassionate approach to working with individuals experiencing mental health challenges.
- Excellent communication and interpersonal skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Availability Requirements:
Required working hours.
Required working hours.
- Beginning pay will be 14 an hour (20 hours a week) with a review after 30 days to determine a raise.
- The person will be on part-time employee status to work towards full-time within the next 6 months.
Working Conditions:
Typical working conditions associated with this type of work and environmental hazards, if any, may be encountered in performing the duties of this position.
Typical working conditions associated with this type of work and environmental hazards, if any, may be encountered in performing the duties of this position.
- This position works in a climate-controlled office setting and may be subjected to a fast-paced decision-making environment.
- Work involves frequent standing and walking for long periods of time.
- Some duties are performed from a seated position.
- May require working on a computer for long periods of time, using a keyboard, and viewing a digital screen.
- Work may include occasional pushing and/or pulling, lifting, and carrying objects weighing up to 50 pounds.
- The employee must be able to meet the physical requirements of the position with or without reasonable accommodation.
Working Relationships:
Positions with which the incumbent has a direct or indirect supervisory relationship. This position must maintain positive working relationships with management, employees, and the general public. Restorative Alternative Wellness, Inc. is an equal-opportunity employer and values diversity in the workplace. We offer competitive compensation, a supportive work environment, and opportunities for professional growth and development.
To apply for the position of Office Assistant, please submit an application to drgina.raw@gmail.com or call 405-237-3780.
Positions with which the incumbent has a direct or indirect supervisory relationship. This position must maintain positive working relationships with management, employees, and the general public. Restorative Alternative Wellness, Inc. is an equal-opportunity employer and values diversity in the workplace. We offer competitive compensation, a supportive work environment, and opportunities for professional growth and development.
To apply for the position of Office Assistant, please submit an application to drgina.raw@gmail.com or call 405-237-3780.
