Administrative Assistant

Oklahoma Treatment Services; Oklahoma City (OK); On-site; USD 29,000 - 38,000; Full time

Benefits offered by this job

Insurance (Medical, Dental, Vision)

Life Insurance

Flexible Ancillary Options

401(k) with Employer Match

PTO & Sick Leave

Holidays and Floating Holidays

Off on Sundays

Job summary

Oklahoma Treatment Services, LLC in Oklahoma City, OK, seeks a receptionist to maintain an efficient, professional front desk at our clinic. You will greet patients, collect payments, coordinate with staff, and ensure smooth intake and scheduling.

Responsibilities include reconciling daily deposits, labeling urine samples, guiding patients through intake, maintaining records, and supporting the clinic administrator and medical director as needed.

Qualifications

• High school diploma required.
• Experience with administrative or clerical work.

Responsibilities

• Obtain payments due from patients at the reception window.
• Reconcile daily deposits with software reports of patient payments.
• Label and control patient urine samples submitted for testing.
• Track patients’ monthly drug screen sample collection.
• Answer and direct calls from multi-line phone.
• Greet patients upon arrival and relay messages or flags to staff.
• Maintain cleanliness of the reception area between cleanings.
• Enter changes in central registry daily (dosage, intake, discharge).
• Assist program administrator with filing, typing, or other administrative tasks.
• Keep admission packets and patient handbooks stocked for new admissions.
• Assist with urine drug screens per protocols and regulatory requirements.
• Monitor inventory of urine bottles and supplies; order as needed.
• Open patient charts for prospective new patients and guide intake process.
• Copy two forms of identification into patient records.
• Assist with assigning a primary counselor and setting up payment accounts.
• Fax dual-enrollment forms to other methadone programs.
• Report suspicious activity to supervisors or authorities.

Skills

Administrative experience

Clerical skills

Education

High school diploma

Job description

At Oklahoma Treatment Services,LLC, our compassionate and effective support provides a foundation for those navigating the complexities of drug dependence.Our opioid treatment centersassistindividuals in moving toward a revitalized life, free from the constraints of addiction. Oklahoma Treatment Services, LLC exists to protect and improve the lives of people addicted to narcotic drugs. In accomplishing this mission, we strive for never-ending improvement and commitment to our values.

We don’t just offer a job; we invest in you. Our benefits are designed to support your health, your future, and your time away from work, so you can thrive both personally and professionally.

• Comprehensive Medical, Dental, and Vision Insurance
• Basic Life and Voluntary Life Insurance to protect what matters most
• Flexible Ancillary Options such as hospital indemnity and critical illness coverage
• A 401(k) with Employer Match to help you build your financial future
• Generous Paid Time Off (PTO) plus 40 hours of Sick Leave
• 12 Paid Holidays and 2 Floating Holidays to recharge and celebrate
• Off on Sundays

Join us and build not just a career, but a future you can be proud of.

Job Summary:

This position is responsible for the efficient and professional presentation of the reception area and proper coordination with patients and other clinic guests.

Essential Functions:

• Obtain payments due from patients at the reception window. Communicate with clinic administrator when a patient is not paying their fees. Be discrete and polite when informing patients of an overdue balance.
• Reconcile daily deposits with software reports of patient payments. Advise the clinic administrator of any discrepancies immediately.
• Appropriately label and control patient’s urine sample that is submitted for testing. This includes checking the temperature on urine samples.
• Track all patients’ monthly drug screen sample collection and assure that each patient has a drug screen once monthly and upon admission.
• Answer and direct calls from multi-line phone.
• Greet patients upon their arrival to the clinic and inform them of any messages or “flags” they may have from other staff members.
• Clean, dust, and empty trash within their respective work area in between scheduled cleanings.
• Enter all changes in central registry on a daily basis, including dose adjustments, phase changes, intakes, and discharges. All changes have to be entered the day they are made.
• Assist program administrator with filing, typing or other administrative responsibilities necessary.
• Keep admission packets, blank file documents, and patient handbooks stocked so that staff can be prepared for new admissions at all times.
• Assist with the collection and processing of urine drug screens for patients in accordance with established clinical protocols and regulatory requirements.
• Keep inventory of urine bottles, gloves, and other pertinent materials for ordering purposes. Order supplies necessary to perform the job adequately.
• Act as a patient coordinator that works under the direction of the clinic administrator and medical director. Responsible for opening a patient chart for prospective new patient and will walk the prospective patient through the intake process.
• Copy two forms of identification from the prospective patient, one being a current state-issued ID, and place it into the patient’s record.
• Follow the guidance of the program administrator in assigning a primary counselor to the new patient and setting up the payment account.
• Fax the dual-enrollment forms to other methadone programs.
• Report any suspicious activity, neglect, or abuse by a patient or staff member to the clinic administrator, executive director, or medical director or appropriate authorities immediately.

Essential Qualifications:

- High school diploma

- Experience with administrative or clerical work

Physical:

• Frequent sitting at desk or computer while typing, completing paperwork, or meeting with patients.
• Occasional lifting/carrying, paperwork, files, office supplies, up to 50 lbs.
• Occasional push/pull exerting up to 5-10 lbs. force, opening doors, file drawers, pushing files in drawers
• Occasional kneeling/crouching and ability to reach lower file drawers, stretching to store or retrieve materials.

Mental:

Position requires constant mental alertness, attention to detail, and high degree of accuracy required. Must be able to follow oral and written instructions and follow-through on all assignments. Must be able to work independently and be able to use sound judgment in critical clinical decisions.