Lubbock Clerical Assistant

GENERAL STATEMENT OF DUTIES

This position is to provide clerical assistance to the Program Director, clinical staff and the day and

residential patients to expedite the information provided to admitting, and funding sources as well as provide

support to the team in monitoring access on the unit .

ESSENTIAL FUNCTIONS

Major Duties and Responsibilities:

- Notify clinical team of day patient / single service outpatient absences in a timely manner

- Basic clerical duties: typing, copying, provides support to the administrative assistant, creates forms for the therapists or support staff to utilize in day-to-day operations, printing therapy notes for the clinical team, obtaining signatures, filing notes in the patient chart, printing discharge summaries and filing in the patient chart, and filing new patient information in the chart.

- Monitoring Patient Traffic: monitor patient traffic flow to and from the residential unit, lobby during treatment hours, greet all visitors, check-in visitors, assure that visitors are on the approved visitor list, direct the visitors to the appropriate place and notify staff of their presence.

- Receptionist: answer phones and check general voicemail to assure that the proper staff notified of the incoming calls and assure that unscheduled potential patients/families are given a tour of the facility.

- Providing Patient Support: setting up patient notebooks prior to admit, assuring that the proper information is in those notebooks, and tallying contract awards for the patients on a weekly basis, provides support to those working as a vending machine manager.

- Providing Business Development Support: setting up screening folders for business development, copying screening information and sending to admissions and providing copies to the clinical team, updates Lubbock brochures to assure accurate information, prints and folds them for local marketing ventures.

- Driving duties: takes and retrieves paperwork from the medical director, neuropsychologist, CRS and any other entity needing paperwork, picks up supplies needed by the clinical team, provides mailing support.

- Manage the Money Management account for all patients.

- Prepare and maintain the medical records for program clients.

- Store and archive medical records according to the program policies and procedures.

- Tracks and inputs data for day patient attendance and census.

- Orders office supplies for the facility.

- Manages vending machines and inventory.

- Prints all clinical notes monthly after the 6th of every month.

- Chart filing.

- Completes medical record requests.

- Stocks conference rooms for meetings.

- Completes meal orders for meetings such as town hall and marketing.

- COVID screenings.

- Other duties are provided as assigned by the Program Director and clinicians.

Qualifications

MINIMUM QUALIFICATIONS

Required Knowledge, Skills, and Abilities:

- Microsoft Word, Excel, PowerPoint, and internet required.

- Knowledge of general office procedures

- Knowledge and use of good telephone etiquette.

- Proficient skills in typing, filing, verbal, written, and social communication.

- Organized and detail oriented.

- Ability to prioritize and plan out workday so that deadlines are consistently met.

- Ability to operate all office equipment efficiently.

- NCI certified, will provide training during orientation.

LIFTING REQUIREMENTS - individuals in administrative roles are required to lift items independently up to 20

pounds.

EDUCATION

High-School diploma or equivalent

EXPERIENCE

Minimum of two years’ experience in general office work with specific experience in a medical

setting.