Office Assistant

POSITION SUMMARY:

The Office Assistant is one of the key contact point persons for BPC. S/He welcomes and assists patients, problem solves and contributes to smooth office function from open to close. S/He performs a variety of duties such as file management, answering the phone, and office maintenance. S/he thrives in a fast-paced environment and has excellent customer service skills.

RESPONSIBILITIES:

• Welcome all clients, assure that they are comfortable, and their needs are addressed by the appropriate individual
• Check clients in, collect and enter payments, and schedule appointments
• Register new patients and update existing patient information including personal and financial information
• Monitor check-in windows and waiting rooms
• Facilitate patient flow by entering information timely upon client’s arrival, being aware of delays, and communicating with patients and clinical staff.
• Provide patients with new patient forms, copies of office policies, legally required documentation
• Respond to inquiries by patients, prospective patients, and visitors in a courteous manner
• Send patient appointment reminders, call, and reschedule appointments for Clinician/NPs/MDs cancellations.
• Using the PTAR system, provide Medicaid-approved MetroCard or cash reimbursement for travel
• Assist with insurance verification and communicate with clients/staff on any insurance changes as necessary
• Audit cash and MetroCards and record results in appropriate logs daily
• Answer inbound phone calls and screen calls before forwarding to the correct extensions
• Support Safety/Maintenance Associate and other staff members on office management inquires when needed
• Assist MDs/NPs with schedule, pharmacy calls, and prior authorizations as needed
• Review and prepare client records requests and send them out 
• Mailing, faxing, scanning, and uploading all client related correspondence
• Comply with all rules and regulations regarding confidentiality and privacy
• Perform other duties as directed.

QUALIFICATIONS

• High school/GED, Bachelor’s preferred
• Medical Administrative Assistant diploma or its equivalent preferred 
• One year or more experience in an outpatient mental health facility or medical facility preferred 
• Working knowledge of an Electronic Health Record (EHR) and computer systems, including Microsoft Office

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong customer service and organizational skills with accurate attention to details 
• Must have excellent interpersonal skills with demonstrated ability to communicate professionally with clients and staff 
• Knowledge of office procedures, preferably in a medical practice 
• Must be familiar with medical insurance billing. 
• Very good verbal and written communication skills in English, bilingual spanish is a plus 
• Ability to multitask in a fast-paced environment and demonstrate grace under pressure. 
• Excellent teamwork and collaboration skills 
• Excellent time management skills 
• Must know various insurance co-pays/transportation reimbursement policies. 
• Must be computer proficient and comfortable with multi-line telephone, voicemail system, faxing and photocopy machines. 
• Ability to work flexible schedule for covering other team members 

ACCOUNTABILITY:

• Key-holder for office. 
• Handle cash, checks and Metro Cards reimbursements for patients.   
• Expected to always exhibit professionalism.  
• Make judgment calls as to when to escalate an issue to a manager, to contact a therapist, or psychiatrist in an emergency. 

Schedule: Monday to Thursday 1:15pm-9:15pm and Friday 9:15am-5:15pm required with 80% onsite days after introductory period. 

Compensation: $19-$22/hourly