Administrative Assistant

Fusion Recovery, Inc.; Village of Menands (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

Fusion Recovery, Inc. seeks an Administrative Assistant for our Outpatient Clinic to support daily front-office operations.

You will greet patients, manage the lobby, schedule appointments, and help maintain a welcoming, organized environment for patients, visitors, and clinical staff. The ideal candidate is detail-oriented, compassionate, and able to juggle multiple tasks in a fast-paced outpatient setting.

Qualifications

• High school diploma or equivalent required; healthcare/office admin education preferred.
• Experience in administrative/front desk roles, preferably in outpatient/healthcare.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Compassionate, patient-focused approach.
• Proficiency in Microsoft Office Suite.
• Ability to thrive in a fast-paced, team-oriented outpatient environment.

Responsibilities

• Front Desk & Lobby Support: greet patients and visitors and direct them appropriately.
• Lobby cleanliness and organization: maintain a welcoming, tidy lobby throughout the day.
• Appointment Scheduling: manage outpatient appointments with accurate documentation.
• Patient Flow Coordination: monitor wait times and update staff accordingly.
• Staff Communication: share updates on AWOL patients, intakes, and clinic flow.
• Phone & Inquiry Management: answer calls and route inquiries professionally.
• Patient Support Services: prepare coffee and manage lobby supplies.
• Transportation Assistance: assist with bus passes and Uber coordination.
• Administrative Tasks: support ePACES documentation and daily schedules.
• Patient Verification: create badges, verify insurance, assist with labs questions.
• Visitor & Security Compliance: enforce sign-in procedures with security.
• Mail Processing: sort and distribute clinic mail.

Skills

Strong organizational and multitasking

Excellent verbal and written comms

Compassionate, patient-focused

Fast-paced, team-oriented

Education

High school diploma or equivalent

Healthcare/office administration education preferred

Tools

Microsoft Office Suite

Job description

Administrative Assistant – Outpatient Clinic

Position Overview

The Administrative Assistant supports the daily operations of the outpatient clinic by providing front-line administrative and patient support. This role is essential to creating a welcoming, organized, and efficient environment for patients, visitors, and clinical staff. The ideal candidate is detail-oriented, compassionate, and able to manage multiple priorities while maintaining a patient-centered approach.

Schedule

Monday – Friday | 6:00 AM – 2:30 PM

Key Responsibilities

• Front Desk & Lobby Support: Serve as the primary point of contact in the clinic lobby, greeting patients and visitors, providing assistance, and directing individuals appropriately.

• Lobby Cleanliness & Organization: Ensure the lobby and front desk areas remain clean, organized, and welcoming by tidying common spaces, wiping surfaces, disposing of trash, and maintaining a professional outpatient clinic environment throughout the day.

• Appointment Scheduling: Schedule and manage outpatient medical appointments, ensuring accurate documentation and system flags are entered for provider review.

• Patient Flow Coordination: Monitor patient wait times and communicate updates to patients, counselors, providers, and nursing staff to support efficient outpatient services.

• Staff Communication: Communicate important updates regarding AWOL patients, intakes, and clinic flow through internal systems.

• Phone & Inquiry Management: Answer incoming calls promptly and professionally, respond to patient inquiries, and route calls as appropriate.

• Patient Support Services: Prepare coffee daily for patients and manage ordering of coffee and lobby supplies to ensure availability.

• Transportation Assistance: Assist patients with obtaining monthly bus passes and coordinating approved Uber transportation when necessary.

• Administrative Tasks: Support ePaces documentation and distribute daily outpatient schedules for medical appointments and intakes.

• Patient Verification: Create patient identification badges, verify insurance information, and assist with lab-related questions.

• Visitor & Security Compliance: Ensure visitors follow clinic sign-in procedures with security upon arrival.

• Mail Processing: Receive, sort, and distribute incoming clinic mail.

Qualifications

• High school diploma or equivalent required; additional education in office administration or healthcare preferred

• Previous experience in an administrative or front desk role, preferably in an outpatient or healthcare setting

• Strong organizational and multitasking skills

• Excellent verbal and written communication skills

• Compassionate, patient-focused approach

• Proficiency in Microsoft Office Suite

• Ability to work effectively in a fast-paced, team-oriented outpatient environment