Program Assistant - FT

Hamilton Center, Inc.; Terre Haute (IN); On-site; USD 30,000 - 40,000; Full time

Job summary

Hamilton Center, Inc. seeks a clerical support staff member in Terre Haute, Indiana, responsible for patient interaction, administrative support, and record-keeping. The role includes handling phones, scheduling, data management, and managing consumer fees, all while upholding a professional image. Candidates should have a high school diploma, with additional business education preferred, and proficiency in Microsoft Office. This position requires good interpersonal skills and the ability to multi-task effectively.

Qualifications

• High School diploma, additional education/experience in the business field desired.
• Knowledge of basic mathematics, typing, filing, and record maintenance.
• Skills in Microsoft Office (Word, Excel) and data entry/retrieval.

Responsibilities

• Perform administrative and clerical functions like scheduling appointments.
• Answer telephones, route calls, and respond to inquiries.
• Maintain electronic files and consumer charts.

Skills

Business English

Basic mathematics

Typing

Filing

Record maintenance

Reception skills

Time management

Billing procedures

Microsoft Office

Data entry

Good interpersonal skills

Good telephone skills

Education

High School diploma

Additional education in business

Job description

Position Summary

Provides clerical support services by assisting with daily administrative functions. Responsible for patient interaction, provider support, record-keeping, and financial reports.

Essential Duties/Responsibilities

• Performs administrative/clerical functions; carries out routine office procedures, e.g., scans/uploads document, schedules and confirms appointments.
• Answers telephone, routes call appropriately, takes messages, answers questions, screens call for crisis situations, responds to routine and emergency inquiries. Interacts with consumers daily.
• Maintains all electronic files, consumer charts, and records pertinent to the program.
• Compiles data, completes forms, makes mathematical calculations, and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Uses computers in all aspects of position, e.g., email correspondence, schedules, financial reports, patient files, and program data.
• Assists in maintaining the inventory of supplies and materials.
• Assists with billing inquiries and the collection of consumer fees.
• Screens for presenting problems and specific needs of the consumer and makes notes in chart accordingly.
• Is familiar with all divisions and departments of the Center to be able to interact with and assist staff. Is familiar with division-wide compliance, regulations/guidelines of quality clinical care.
• Represents the agency with the public, with potential and active consumers, and with referral sources in a professional, ethical manner that reflects a positive attitude and willingness to assist.
• Ability to ask sensitive questions about ethnicity and sexual orientation in a tactful and neutral manner, remaining neutral in matters of diversity and inclusion.
• Keeps all requests for Releases of Information current.
• Corrects non-clinical errors identified in reports.
• Participates in training, in‑services, and special activities as required or assigned.
• Performs other duties as assigned.
• Verifies eligibility and sets up validated insurance information in the EMR.
• Performs the above listed duties with or without reasonable accommodation.

Minimum Qualifications/Requirements

• High School diploma. Additional education in the business field and/or experience desired.
• Knowledge of and/or skills in business English, basic mathematics, typing, filing, and record maintenance, reception, operation of routine office equipment, time management, billing procedures and fiscal management.
• Good interpersonal skills.
• Skills in Microsoft Office (Word, Excel) and data entry/retrieval.
• Ability to learn HCI’s electronic medical records system.
• Good telephone skills.
• Time management and organizational skills with flexibility to multi‑task.
• Willingness to use personal transportation to and from work.

Certificates, Licenses, Registrations

• Valid driver’s license in accordance with HCI motor vehicle policy.
• Maintain current American Red Cross / CPR/ First Aid certification.
• Maintain current Crisis Prevention Intervention (CPI) certification.