Administrative Assistant

Oklahoma Treatment Services; Tulsa (OK); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Basic Life Insurance

Voluntary Life Insurance

401(k) with match

PTO + Sick Leave

Paid Holidays

Floating Holidays

Sundays Off

Job summary

Oklahoma Treatment Services is seeking a receptionist to ensure smooth, professional presentation of the reception area and effective coordination with patients and clinic guests. The role supports administrative functions and patient flow in a methadone treatment setting.

The position requires a high school diploma and clerical experience, with duties including payments, charting, intake assistance, and coordination with counselors.

Qualifications

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

Responsibilities

• Process payments from patients at the reception window and inform the clinic administrator of overdue balances.
• Reconcile daily deposits with software reports of patient payments.
• Label and control patient urine samples submitted for testing and check temperatures.
• Track monthly drug screen sample collection for each patient and ensure monthly tests on admission.
• Answer and direct calls from a multi-line phone system.
• Greet patients and communicate messages or flags from staff.
• Maintain tidy reception area and handle routine clerical tasks.
• Open patient charts for new patients and guide intake through the process.
• Coordinate with program administrator to assign a primary counselor and set up payment accounts.
• Fax dual-enrollment forms to other methadone programs.
• Report suspicious activity or abuse to the appropriate authorities.

Skills

Administrative experience

Clerical skills

Attention to detail

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.
• 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.