Sycuan Health Center is looking for a friendly, organized professional to be the clinic’s first point of contact. This role supports daily operations, assists all departments, manages reception, coordinates vendors and supplies, and upholds patient confidentiality.

 

Job Purpose:

Working under the direction and supervision of Executive Assistant, the Clinic Administrative Assistant answers phones, works with vendors, proactively problem solves for each department and maintains reception areas. The Clinic Administrative Assistant must perform duties in line with the Health Insurance Portability and Accountability Act (HIPAA). The Clinic Administrative Assistant role requires excellent interpersonal and customer service skills, must be courteous and helpful, and possess the ability to meet and speak with the public as the “first contact” of the clinic while aligning his/her duties with Sycuan Health Center (SHC) values.

Job Duties and Responsibilities:

(Note: Duties and responsibilities may be added, deleted, or changed at the sole discretion of Sycuan Management at any time)

Provides SHC support to all departments and leadership by; retrieving and sorting mail, order office supplies and giveaways, tracks and organizes office supplies for each department, assists with distribution and posting of HR/SHC related communication. Acknowledges and assists everyone who walks in the door while maintaining eye contact, a smile, and providing a professional greeting. Maintain guest log sheet and issue visitor badges. Visitors to the Clinic can include: Tribal Members, vendors, patients or Sycuan Team members. So utmost confidentiality must be held at all times. Communicates with patients via phone or in-person to resolve problems and concerns in courteous, professional, and timely manner. Assists with coordinating meetings meals for all stakeholders including ordering, using a tracker for food/dietary requests, setting up and breaking down meals. Facilitates Accounts Receivables by coding all incoming invoices, organizing and filing for the Revenue Cycle Coordinator, obtaining Director’s approval signature and keeping a check log. Coordinates and submits facilities’ work orders, such as repairs and maintenance requests. Gathers information from requesting department and acts as a liaison. Keeps supervisor informed of office equipment upkeep/maintenance as needed. Liaison with 3rd party billing company (DT Trak), by scanning EOB’s, check payments and implementing NextGen to troubleshoot communications from insurance companies. Actively provides willingness to help and maintain professional relationships with coworkers. Provides assistance to all Clinic outreach activities and events that require tables, recruiting volunteers and monitoring tables at the event. This can include but not limited to Sycuan Safety Expo, Sycuan Family Pop-Ups and Sycuan Pow-Wow. Assists Executive Assistant with designing and ordering giveaways, -event t-shirts, pens, etc. Acts as a lead on coordinating delivery of canopies, tables and chairs for all events. Supports the Clinic’s GSA car maintenance, washing, fueling, mileage and tracking. As assigned, researches and implements special projects for all SHC departments. Responsible for having current CPR card. Attends all staff meetings. Observes and acknowledges all SHC policies and procedures. Ensure compliance with policies and procedures related to safe work practices Uses all appropriate equipment and/or tools to ensure workplace safety Immediately reports unsafe working conditions Maintains privacy and security of all patient, employee, and volunteer information and access to such information. Such information is accessed on a need to know basis for business purposes only. Complies with all regulations regarding corporate integrity and security obligations. Reports unethical, fraudulent or unlawful behavior or activity. Upholds strict ethical standards. Performs other duties as needed.

Job Specifications:

Education and Experience:

Essential:

Graduate of approved high school or GED equivalent Current CPR certification

Desirable:

Previous medical field experience and/or receptionist, data entry experience Clinic experience Multi-lingual

Skills and Knowledge:

Essential:

Excellent English oral and written communication skills Excellent knowledge of medical clinic protocols and HIPPA Ability to complete forms and documents Ability to prioritize and perform multiple tasks Ability to maintain confidentiality Ability to appear for work at scheduled time Ability to maintain professionalism and composure Ability to accept constructive criticism Ability to provide excellent internal and external customer service Able to lift/move up to 10 pounds, move from place to place, and stand for long period of time Ability to do math, organize and prioritize workload, work effectively and efficiently under stress Ability to supervise, multitask, understand and follow instructions Ability to proficiently read, write, speak and understand English Courtesy of others while working in a small office environment

Desirable: N/A

Supervisory/Managerial Accountability:

Direct: None

Indirect: None