Maniilaq Association

08/22

Title:  Administrative Assistant I / II                                                                                               Range:  12+3/12+6

Program:  Community Health Aide Program                                                                                 Salary Cap:  Range 12/Step 24  Housing Priority: None                                                                                                                      Status:  Non-Exempt

                                                                                                                                                                Covered:  Yes      

POSITION SUMMARY

Performs administrative services for the daily operations including typing, filing and arranging travel. Communicates, assists, and refers as necessary to ensure quality health care to patients is being provided.  Maintains village clinic routine. Assists with administrative requests from MHC, City Offices and/or IRAs, maintains office supplies. Participates in interdisciplinary work teams. As initial contact, uses positive attitude to represent the village clinic. Complies with state and regulatory agency requirements.  Maintains strict confidentiality in regards to patient information received. Reports directly to Clinic Supervisor.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Practices excellent customer service at the front desk greeting patients, answering phone calls, taking message, and delivering message to CHA/P’s.
2. Files all correspondence, reports, forms and patient charts in accurate location and in an orderly fashion within established timeframes.
3. Enters data from the patient registration form to maintain current patient information, and ensuring all consent forms are signed and in place prior to visit.
4. Enters appointments in CHA/Ps schedules in villages and notifies patients for appointments.
5. Pulls all charts as requested by CHA/Ps or appropriate personnel.
6. Maintains clinic records and establishes/updates filing systems to ensure the expeditious retrieval of information.
7. Notifies and arranges patient travel for Specialist Clinic, Outpatient, Women’s Health and Dental appointments.
8. Assist clients with correspondence and enrollment applications for Women, Infant & Children and Medicaid services.
9. Arranges Medicaid travel for patients/clients seeking health care services outside their community according to Maniilaq travel polices and procedures, Contacts VCC prior to authorizations in Anchorage for patients that are Medicaid eligible.
10. Verifies eligibility through appropriate channels
11. Completes travel authorizations ensuring that airlines receive the appropriate copy.
12. At times, works beyond normal business hours to arrange travel for emergency patients needing higher levels of care.
13. Announces and posts health clinic job vacancies every week through posting in public places, VHF announcements, social media, and word of mouth.
14. Maintains on-call calendar and keeps track of staffing, visiting providers, and other health serv ices provided at the clinic.
15. Performs Other job-related duties as assigned by Clinic Supervisor.

MINIMUM REQUIREMENTS

Administrative Assistant I:

High School diploma or have GED in hand within 6 months. Experience with computers. Must be able to type well enough to carry out essential job duties.  Experience in creating and maintaining filing systems. Ability to deal with people in a friendly manner both in person and on the telephone.  Medical terminology or other health-related background desirable.

Administrative Assistant II:

High School diploma or equivalent.  One year clerical work experience.  Experience with computers and Electronic Health Records required.  Experience with travel requisitions required.  Must be able to type well enough to carry out essential job duties.  Experience in creating and maintaining filing systems and data entry.  Ability to deal with people in a friendly manner both in person and on the telephone.  Medical terminology or health-related background require.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be considered an exhaustive list of all responsibilities, duties and skills required of personnel in this job, and the employer reserves the right to revise or change this description.  This description does not constitute a written or implied contract of employment.  To essential duties and meet the physical demands. Reasonable accommodations may be make to enable individuals with disabilities to meet these conditions.