Administrative Assistant - Bilingual

ADP, Inc.; Fayetteville (NC); On-site; USD 32,000 - 42,000; Full time

Job summary

A New Leaf Therapeutic Services, PLLC is seeking an Administrative Assistant who is bilingual in English and Spanish. This role blends field engagement with office tasks, focusing on building relationships with current clients and developing new contacts for the practice.

The ideal candidate is self-motivated, task-oriented and compassionate, with strong organizational skills. Proficiency in Google Suite, Microsoft Office, Publisher and basic web skills is preferred in a supportive,

Qualifications

• Associate’s Degree or higher in Medical Administrative Assistant.
• Extremely proficient in Google Suite, Microsoft Office, Publisher, Power Point, Basic Web Coding, formatting and design.
• Experience in web page and database design and maintenance.
• Positive attitude and self motivated.
• Excellent time management and multi-tasking skills.

Responsibilities

• Interact with office visitors in a prompt, friendly manner.
• Update and maintain the online calendar and EMR scheduling.
• Manage emails, messages, and document filing for clinicians.
• Prepare client charts and intake paperwork; process copays.
• Assist with inventory and office supplies; maintain admin handbook.
• Cover administrative tasks for colleagues when needed.

Skills

Bilingual English/Spanish

Self-motivated

Time management

Customer service

Education

Associate’s Degree or higher in Medical Administrative Assistant

Tools

Google Suite

Microsoft Office

Publisher

PowerPoint

Basic Web Coding

Job description

Full Time: Monday - Friday, 8:00 AM - 5:00 PM

A New Leaf Therapeutic Services, PLLC, is committed to working together with children, teens, adults and families, focusing on their unique, therapeutic journeys to ‘turn over a new leaf’ toward more stable, healthier and happier futures.

We are seeking an English and Spanish speaking person who is self-motivated, task oriented and a compassionate self-starter to join our New Leaf team as an Administrative Assistant. This ideal candidate would look to be a key player as we look to build our administrative programs. We offer a caring and nurturing environment that puts our clients at the center of what we do and trust. It is important to note that this is not entirely a desk job; this position would be in the field nurturing relationships with our current client base and creating relationships with our future client base. We also believe in compensating growth and hard work.

Description of Work

Office Tasks

• Interact with everyone who enters or calls the office in a prompt, friendly and welcoming manner.
• Answer the phone in a timely, polite manner and take accurate messages.
• Update and maintain the online calendar throughout the day.
• Check emails sent to the Admin account throughout the day and complete any tasks assigned in there.
• Keep all waiting areas tidy throughout the day, turn on music upon arrival and complete necessary steps to open buildings as needed.
• Check the Ring Central system for any faxes or voicemails throughout the day. Check faxes and file accordingly, dictate messages and inform clinicians of any incoming information that pertains to them, their clients or the office in general.
• Check reception mailbox for any pending tasks and complete in a timely, accurate manner.
• Prepare and assemble new client charts for intake sessions on occasion.
• Complete personal time sheet accurately each day.
• Scan and email time sheets and bills for A New Leaf to Finance and other items as directed by clinicians.
• Copy, scan, label, email, fax and file documents and charts as requested by clinicians in a timely, accurate manner.
• Prepare documents for pick up in clinic by client, parent or guardian, court officer, etc. as directed by the clinician.
• Maintenance of Administrative handbook.
• Cover administrative tasks for colleagues who are absent.
• Assist with inventory maintenance.

General Client Interactions

• Collect co-pays and issue receipts. Log any payment clients make.
• Schedule, reschedule and, or cancel appointments as directed by the clinician and, or client.
• Take phone messages and deliver to clinicians in a timely manner (electronically, if requested).
• Complete the correct Patient Initial Contact Form (depending on insurance provider) with anyone wishing to receive services from A New Leaf, making sure to fill out all necessary information accurately. Inform clinicians that a new Contact Form has been filled out and follow clinicians'instructions relating to returning phone calls and, or scheduling an intake appointment.
• Assist new clients during the intake process by making sure paperwork is filled out completely and correctly, making copies of necessary documents (court papers, photo ID, insurance card, etc.) and informing them of any copay (if applicable).
• Interact with everyone who enters or calls the office in a friendly and welcoming manner.
• Call all clients to remind them of co-pays coming due (both monthly and weekly).
• Communicate with staff, program directors and clients to schedule appointments that work with all of their schedules.
• Call clients who are considered a “no show” for their appointment (15 minutes late) to check on their well-being and inform them of a cancellation fee if applicable.
• Schedule clients next appointment—put into EMR and clinicians individual calendar.
• Make sure all schedules (personal calendars and EMR) match up for all appointments.

Applications/Interviews

• Prepare interview materials when directed by a clinician.
• Greet applicants and supply them with necessary materials for the interview.
• Complete recommendations for hiring.

Other duties as assigned.

Preferred:

• Associate’s Degree or higher in Medical Administrative Assistant.
• Extremely proficient in Google Suites, Microsoft Office, Publisher, Power Point, Basic Web Coding, formatting and design.
• Experience in web page and database design and maintenance.
• Positive attitude and self motivated.
• Excellent time management and multi-tasking skills.

Other Information:

Must be comfortable with all facets of technology