Front Office Assistant - Behavioral Health Closes 4/18/24

SUMMARY

Assists Behavioral health staff and clients in a variety of capacities, providing clerical services, administrative services and assistance that improve both access to and quality of services provided to our American Indian community.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Level I

• Greets clients and visitors.

• Customer service skills to include; listening closely to client, provide clear verbal communication, ability to empathize with client, and understanding of organizational protocol and guidelines.

• Answers telephone in a courteous, professional, timely manner; routes calls to appropriate person or section; takes messages and delivers them to appropriate person in a timely manner.

• Provides appointment scheduling for all Behavioral Health Providers; including development of scheduling templates and changes to templates.

• Sorts, routes, and files various documents and paperwork.

• Responds effectively to persons presenting in a state of crisis.

• Maintains professional, organized, clean work area by following organizational policies, guidelines, and safety standards.

• Attends Behavioral Health section staff meetings and other organizational meetings as assigned.

• Adheres to accreditation and compliance standards/guidelines.

• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.

• Orders, receives, and maintains office supplies.

• Confirm client’s appointments and provide follow-up calls regarding appointments.

Level II – In addition to the above also:

• Assists in development of policy, procedures, and quality improvement activities within the Behavioral Health section as directed.
• Develops and maintains an up to date list of community resources and mental health and substance abuse referrals. Provides information, support and community agency referral for community members as needed.

Level III – In addition to the above also:

• Gathers and compiles data and develops statistical reports as requested for grants, management, or for Quality Improvement purposes.
• Organizes and maintains an electronic filing system for the department, including clinical resources.
• Creates memos, correspondence, reports, and other documents as requested.
• Prepares meeting agendas and materials, and records minutes for departmental meetings.
• Facilitates the purchasing of preauthorized supplies, equipment and furnishings, as directed.
• Ability to work independently with a high level of initiative, perform highly detailed data tracking and monitoring, and manage multiple projects and activities simultaneously while responding flexibly to changing needs and priorities.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Educational degrees must be from a US Department of Education accredited school

• Level I: High School Diploma, GED, or equivalent, and one (1) year related experience preferred but not required and or/training as a receptionist; or equivalent combination of education and experience.
• Level II: High School Diploma, GED, or equivalent, and two (2) to five (5) years related experience and or/training in behavioral health or related office work; or equivalent combination of education and experience.
• Level III: Associate's degree (A.A.) or equivalent from two-year college or technical college or technical school, and minimum of one (1) year experience in behavioral health or related office work or High School Diploma, GED, or equivalent, and five (5) or more years related experience in behavioral health or related office work ; or equivalent combination of education and experience.

COMPUTER OPERATIONS

• Basic personal computer skills including electronic mail and word processing. .
• Experience with electronic health records preferred.

Level III: All of the above and database management, calculation, spreadsheets, and graphics. Advanced Excel and Word skills required.