Administrative Assistant

Essential Duties and Responsibilities

Patient Registration & Customer Service

Greet patients, families, visitors, and guests, ensuring they receive prompt, courteous, respectful, and confidential service.
Observe patients upon arrival and direct them to the appropriate medical provider.
Monitor the patient flow system to ensure walk-in and scheduled patients are processed efficiently and communicate any workflow concerns or system issues to the SBHC Program Manager.
Promptly notify medical providers of acutely ill patients requiring immediate attention.
Serve as a patient advocate by assisting patients and families throughout the registration and appointment process.
Demonstrate the ability to interact effectively with children, adolescents, families, and individuals from diverse cultural, social, and economic backgrounds.

Scheduling, Registration & Medical Records

Schedule, confirm, and manage patient appointments, including following established protocols for missed appointments.
Register patients and maintain accurate electronic health records, including demographic information, registration forms, address updates, referral documentation, and referral tracking.
Verify patient addresses, telephone numbers, emergency contact information, health insurance status, and other required demographic information during each patient visit.
Organize, distribute, collect, review, and maintain patient documentation, including consent forms, 504 forms, and other required records.
Assist patients with enrollment in the patient portal and support completion of required patient surveys and forms, including Patient Satisfaction Surveys, Rapid Assessment for Adolescent Preventive Services (RAAPS), and other organizational initiatives.
Support implementation and use of electronic systems that facilitate patient registration, scheduling, and clinic workflow.

Clinic Operations & Administrative Support

Collaborate with health center staff to recall patients requiring medical, dental, or behavioral health services, as applicable.
Assist with clinic clerical functions and administrative projects as assigned by the Site Manager or Supervisor.
Maintain office supply inventory and coordinate ordering and restocking of supplies.
Complete purchasing card (pCard) reconciliation documentation accurately and within established timelines.
Keep the Site Manager or designated supervisor informed of operational issues or concerns affecting daily responsibilities.
Participate in School-Based Health Center outreach activities, including Open Houses, Parent-Teacher Conferences, and other school or community events.

Clinical Support & Compliance

Provide coverage for the Medical Assistant when needed by assisting with first aid care and preparing patients for medical visits, including obtaining vital signs, in accordance with training, organizational policies, and scope of responsibility.
Maintain compliance with HIPAA and all applicable privacy, confidentiality, and organizational policies and procedures.
Support accurate documentation and compliance with clinic standards and regulatory requirements.
Perform other related duties as assigned.

Minimum Qualifications

High School Diploma or equivalent required.
Bilingual English/Spanish required.
Proficiency with Microsoft Office applications, including Word and Excel.
Ability to manage multiple tasks and priorities in a fast-paced environment.
Ability to communicate effectively and provide professional customer service to children, adolescents, families, and individuals from diverse cultural, social, and economic backgrounds.
Prior experience working in a medical office or clinical setting preferred.