Scheduler / Administrative Assistant Jobs

Under the direction of the DV Therapy - Office Manager/Clinical Director the Administrative Assistant will be responsible for duties to include but not limited to, overseeing the front office/waiting room areas, maintaining the environment and physical location, opening and closing the physical office, assisting clients at sign in and departure, directing questions and inquiries in person and by phone, Insurance eligibility, billing, data entry, charting, filing and other office/reception duties as assigned.
ESSENTIAL JOB DUTIES:

• Assist with scheduling, confirm appointments and process documentation.
• Assist in making sure all documents have been uploaded before shredding.
• Assist with maintaining the master schedule to ensure meetings/trainings/workshops are reserved, organized and the facilitator’s needs are met as it pertains to location set up.
• Assist in auditing charts and checklists as requested.
• Utilizes word processing, databases, and/or spreadsheet software to store, edit, format, print and revise letters, memos, statistical tables, reports questionnaires, forms, labels and other related material.
• Perform related functions or other duties as assigned.
• Receives and channels all telephone calls to designated DV Therapy employees and notifying employees when visitors and/or clients arrive.
• Practices effective teamwork and maintains a professional and positive image. Offers and accepts help when needed.
• Responsible for creating and updating program Intake Packets and creating charts/files.
• Utilizes electronic mail extensively for communication purpose.
• Maintains an up to date telephone directory and emergency call list of DV Therapy Employees
• Assist with scheduling therapy rooms for therapy sessions.
• Assists in coordinating new intakes, upload paperwork to the appropriate departments.
• Ensures HIPAA standards are met when clients sign in for scheduled appointments.
• Responsible for filing and open/locking cabinets on daily basis.
• Ensures all incoming clients are greeted and telephone calls are properly handled in a professional and timely manner.
• Attends to the waiting room and waiting room activities, and ensures safe and respectful behaviors are promoted in the area and cleanliness is maintained.

QUALIFICATIONS:

• Experience answering multi-line inbound calls.
• Energetic personality who is able to handle a variety of tasks.
• Experience working within an electronic health record system preferred.
• Professional working manner with excellent phone etiquette and strong customer service orientation.
• Microsoft Word, Excel and Outlook proficiency.
• Adheres to the department policies around confidentiality, HIPAA and clients rights.
• Minimum of 1 year scheduling experience
• Possession of a valid California driver’s license, car insurance and ability to drive.
• Spanish speaking required.
• Minimum of 1-year reception/clerical experience required.
• Possess excellent verbal and written communication skills.
• General working hours are Monday - Friday 9 am to 6pm. Possible early end time on Fridays

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Reception/clerical: 1 year (Preferred)

Work Location:

• One location, however remotely oversees multiple locations.