ROLE SUMMARY:

Under the general supervision of the Psychiatric Licensed Vocational Nurse, the Medical Administrative Assistant provides medically knowledgeable and clerical administrative support to our Psychiatric Department. Incumbent will follow standard agency and department policies and procedures in performing any clinical assistance tasks.

ESSENTIAL RESPONSIBILITIES:

• Provides medically informed administrative support and clerical/office support to the Psychiatric Department.

• Schedules new and follow-up client appointments for psychiatric services.

• Ensures client documents are provided to psychiatrists and other providers as requested.

• Schedules follow up appointments, as needed, including creating Zoom or other telehealth platform appointments.

• Supports clients with technology associated with connecting with tele-mental health services.

• Facilitates scheduling of psychiatric referrals to health care services, as needed.

• Sends daily appointment reminders to scheduled clients using electronic health records system

• Confirms client appointments and modifies when necessary.

• Instructs clients by phone, email, or in person on how to prepare for appointments.

• Provides initial front desk contact with clients, providing them with appropriate documents needed for their visit type, and ensuring completeness of documents.

• Cancels or reschedules appointments when requested by psychiatrists.

• Manages problems related to patient scheduling and office administration.

• Enters new patient information accurately into the electronic medical records program when needed.

• Screens and inform clients of eligibility requirements prior to appointments for mental health services

• Provides back-up office support, as approved by IS Support Manager, to other Wellnest front desk administrative staff on the rare occasion it will be needed.

• Applies skills and knowledge of all agency policies and procedures related to the agency’s reception and in the maintenance of strict confidentiality in compliance with the Health Insurance Portability and Accountability Act (HIPAA) regulations.

• Assists psychiatrists and clients with ensuring that their medications have been approved and filled by the pharmacies.

• Scans consent documents, patient letters, assessment results, and other appropriate records into the appropriate section of client's medical record.

• Assembles basic chart forms for new patient visits.

• Maintains filing system for commonly used agency forms and referral information.

• Handles the initial request for medical or counseling information release and ensuring completeness of request in accordance with agency policies and procedures, as well as in accordance with federal and state guidelines.

• Responsible for front desk duties such as answering and triaging telephone calls, checking-in patients for their appointments; verification of Medi-Cal coverage and demographic information; checking out patients and scheduling follow-up appointments and referrals.

• Other duties as assigned.

REQUIRED QUALIFICATIONS:

• Associate's degree (A. A.) or equivalent from two-year college or technical school OR training certificate.

• A minimum of two (2) years of administrative experience in an environment with clients who are dealing with mental health issues is preferred.

CONDITIONS OF EMPLOYMENT:

• Employee may be asked to pursue additional training when it is determined to be in the best interest of the Company.

• Employee must have the ability to use a personal vehicle with the required insurance coverage to complete the essential duties of their job and conduct agency business.

• Employee must maintain a valid California driver’s license and clean driving record that meets Wellnest’s insurance carrier’s criteria for liability coverage.

In keeping with Company policy for all employees, the successful applicant must also complete a test for TB, and fingerprint clearance by the Department of Justice.

WORKING CONDITIONS:

• Employee regularly works out in the field and in an office environment.

• Employee may be required to work flexible, evening and/or weekend hours for time-sensitive projects.

REASONING ABILITY:

• Ability to effectively present information and respond to questions

• Ability to read, analyze and interpret manual and office documents

• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

• Ability to define problems, gather, transcribe and post data, analyze, synthesize and classify information, and draw valid conclusions.

• Ability to work independently and with others - including other employees, clients and members of the public - in face-to-face and telephonic contexts.

• Ability to multi-task, establish priorities and manage time, meet deadlines and perform duties under time constraints.

• Ability to be flexible and adapt to changing work demands.

• Maintain a high level of concentration and attention to detail for extended periods of time.

• Maintain a high level of ethical and professional standards in accordance with agency policy.

PHYSICAL DEMANDS:

• Ability to talk or hear in order to give and receive information and instructions.

• Ability to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls

• Ability to reach with hands and arms.

• Ability to use computer keyboard up to 50% of the day.

• Visual acuity, ability to adjust focus and peripheral vision for work on a laptop or other computer equipment.

• Lift and/or move up to 25 pounds.

• Able to use telephone, office copier, calculator, fax machine, computer printer and scanner, or other equipment as required.

This description is only intended to illustrate the duties, responsibilities and requirements for it. It is not intended, nor should it be interpreted to describe each and every duty the employee may be required to perform.