Scheduler / Administrative Assistant Jobs

Under the direction of the DV Therapy - Office Manager, 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:

• Perform related functions or other duties as assigned.
• Maintains an up to date telephone directory and emergency call list of DV Therapy Employees
• Receives and channels all telephone calls to designated DV Therapy employees and notifying employees when visitors and/or clients arrive.
• Responsible for creating and updating program Intake Packets and creating charts/files.
• Assist in auditing charts and checklists as requested.
• Assist with scheduling, confirm appointments and process documentation.
• Assist in making sure all documents have been uploaded before shredding.
• 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.
• Utilizes electronic mail extensively for communication purpose.
• 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.
• Practices effective teamwork and maintains a professional and positive image. Offers and accepts help when needed.
• Ensures HIPAA standards are met when clients sign in for scheduled appointments.
• Assists in coordinating new intakes, upload paperwork to the appropriate departments.
• Assist with scheduling therapy rooms for therapy sessions.
• Attends to the waiting room and waiting room activities, and ensures safe and respectful behaviors are promoted in the area and cleanliness is maintained.
• 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.

QUALIFICATIONS:

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

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Reception/clerical: 1 year (Preferred)

Work Location:

• One location