ADMINISTRATIVE ASSISTANT II (Front Street Clinic)

SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement.

Working at SEARHC is more than a job, it’s a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health, dental, and vision benefits, life insurance and long and short-term disability, and more.

Provide administrative/front desk support to Front Street Clinic in Downtown Juneau.  The Clinic functions within the Behavioral Health Division servicing the homeless population. The Administrative Assistant will greet, perform registration, and schedule appointments for all IHS beneficiaries and non-beneficiaries seeking medical and mental health services. 

The Individual in this Monday through Friday, 8:00 am -5:00 pm position needs to be highly efficient, detailed oriented, have excellent organizational skills and strong communication skills.  Continually multi-tasking works with some independence in completing assigned projects/program management.  Position may coordinate efforts with different departments within SEARHC and outside organizations.  This is a fast paced position with pressure and multiple demands

Position often works in an environment with multiple tasks at hand requiring prioritization. Employee is first line of contact for all telephone calls and patients presenting in crisis. Position requires ability to work under pressure with many interruptions.

• Schedules patients/clients, answers, prioritizes, and relays accurate call information to appropriate recipient. Greets, electronically registers and interviews all patients receiving services for current demographic info, third party payer types and obtains necessary insurance authorizations. Is responsible for scheduling for any and/or all of the following psychiatrist, psychologist, clinicians, or rehab providers.  When scheduling, responsible for scheduling and facilitating vidyo for clients to connect to/from other locations across the consortium.  Responsible for shredding confidential material and printing next day schedule for Providers.
• Responsible for processing and tracking Cerner consults in specific location. Responsible for scheduling appointments for intakes, and ensuring administrative supervisor and clinical supervisor have the information to assign the client for an assessment.
• May be responsible for data entry in to AKAIMS (State Grant reporting system)
• Identifies when a record is being requested to be released and has the client fill out the request for release form in addition to the Release of Information form and scans to the Health Information Management Department for the release. Is able to identify when the client is requesting to have an ROI put on file in their chart for verbal communication permission, or the ability to release records at a later time.
• Responsible for daily scanning of client records into charts, and ensuring that all information required is scanned into the proper “folder”. 
• Responsible for calling clients who do not show for an appointment, or cancel appointments. Responsible for sending letters and for ensuring that clients are given all means and notice, to receive services.  
• Opening responsibilities: Responsible to check phone messages upon first arrival at the desk, as well as throughout the day. Turn on the lights to the clinic, and unlock the doors. Responsible for having paperwork that a client needs ready for appointment, and if clients’ are required to complete a CSR review and treatment plan review, the packet is ready for the clinician.  Responsible for checking the fax machine, stocking paper, putting out scanning trays, and tidying the waiting room.  Closing duties: Responsible for locking break room and vidyo room, shut off lights, put away scanning trays, locking filing cabinets with client information, close windows, lock client paperwork in locked filing cabinet, and wipe down chair and arm rests and counter.  Other duties may be added to this list.
• Responsible for following the highest standards of SEARHC mission, vision, and values. Responsible for remaining calm and validating clients when they are upset or overwhelmed, and must request a supervisor if a client is agitated.  Responsible for remaining culturally aware, and valuing others cultural differences as well as their strengths.  Responsible for talking respectfully to clients, staff, and supervisors at all times, without exception. 
• Provides supervision and support to the administrative staff in the absence of the BH Administrative Supervisor.
• Other duties as assigned, not limited to, but including managing the wait list, submitting requests for patient records to Federal Reserve Center (FRC), and creating tickets with IT, facilities or housekeeping.

Education:

• High school diploma
• Associate Degree preferred

Experience:

• 4 years working in an office in a similar position

Knowledge, Skills & Abilities:

Knowledge:

• Advanced knowledge of computer word-processing applications (MS Word)
• Advanced knowledge of computer spreadsheet applications (MS Excel)
• Advanced knowledge of computer presentation applications (MS Power Point)
• Experience working in AKAIMS preferred but not required

Skills:

• Strong interpersonal and communication skills
• Analytical and problem solving skills
• Excellent organizational skills
• Strong grammatical skills

Abilities

• Ability to communicate professionally via both verbal and written word
• Ability to maintain confidentiality and special attention/respect for privacy
• Ability to multi-task