Program Assistant-Full Time

Hamilton Center, Inc.; Indianapolis (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

Hamilton Center, Inc. seeks a detail-oriented administrative assistant to provide clerical support for daily operations, patient interaction, provider assistance, and records management.

Responsibilities include scheduling, data entry, billing inquiries, and maintaining electronic files. Proficiency in Microsoft Office and strong communication skills are essential to support a compassionate, compliant healthcare environment.

Qualifications

• High School diploma and business education preferred; experience welcome.
• Knowledge of business English, basic math, typing, filing, and record maintenance.
• Good interpersonal and communication skills; data entry proficiency.
• Ability to learn HCI’s EMR system; proficient in Word/Excel; phone etiquette.
• Strong time management, organizational skills, and multitasking ability.
• Willingness to travel to and from work if needed.

Responsibilities

• Perform administrative/clerical duties and routine office procedures.
• Answer phones, route calls, take messages, and assist with inquiries.
• Maintain electronic files, consumer charts, and program records.
• Compile data, complete forms, and assist with funding/certification tasks.
• Utilize computers for email, scheduling, and reporting; manage program data.
• Assist with supplies inventory and billing inquiries.
• Verify insurance information in the EMR; ensure accuracy.
• Support staff across divisions and interact with stakeholders.
• Represent the agency professionally to the public and referrals.
• Participate in trainings and required activities; perform other duties.

Skills

Business English

Basic Mathematics

Typing

Filing

Record maintenance

Reception

Office equipment operation

Time management

Billing procedures

Fiscal management

Education

High School Diploma

Business education

Experience desired

Tools

Microsoft Office

Excel

EMR systems

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

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• 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. Interact 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.
• Participate 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.

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

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• 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. Interact 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.
• Participate 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.