Administrative Assistant/Scheduler - MD Hope Center (Administrative)

COMPANY OVERVIEW

Volunteers of America Chesapeake & Carolinas empowers self-reliance and inspires hope. As a church without walls, we do this through personalized housing, ministry, health, and human services that benefit vulnerable individuals, their families and the community. Founded in 1896 in Baltimore, MD by social reformers, Ballington and Maud Booth, we were one of the first of over 30 affiliates of Volunteers of America – one of the nation's largest and most comprehensive human services organizations.

Our founders envisioned a movement dedicated to reaching and uplifting the American people. On behalf of the organization, the Booths pledged “to go wherever we are needed, and do whatever comes to hand”. Their declaration continues to guide Volunteers of America's impact on “Helping America's most vulnerable”.

Through a dedicated and committed team of more than 850 employees and thousands of volunteers, we provide critical care, support services and hope to thousands of people each year throughout Virginia, Maryland, the District of Columbia and the Carolinas. We firmly believe our employees drive the success of the organization. Through our diversity, equity and inclusion efforts, we endeavor to attract, engage and retain qualified, diverse, compassionate individuals to join our journey and experience a work environment that offers challenging, stimulating and financially rewarding opportunities.

JOB SUMMARY

This position will report to the Intake Coordinator Supervisor and is responsible for coordinating the daily clinical schedules for Hope Center services. The primary duties center around managing the flow of patients.  This position will travel to the DC Hope Center to cover the front desk, as needed.

RESPONSIBILITIES:

• Scheduling patient appointments for the Hope Center Clinical services
• Answering phones and greeting patients
• Performing reminder calls for upcoming appointments
• Filing paperwork as needed, processing 30 days no contact letters, discharging patients from the EHR.
• Verifying and documenting insurance information
• Performing basic bookkeeping duties
• Coordinating daily schedules of medical and behavioral health professionals
• Resolving scheduling conflicts and communicating with other health care professionals about changes to the schedule
• Entering referrals, consent forms, client information, authorizations and all client-related documentation into the EHR Consumer File Cabinet
• Performs other duties as assigned.

EFFECT ON END RESULT:

• Medical Team appointments will be highly organized and highly coordinated to ensure optimum use of time.
• Hope Center medical services will be executed in a timely fashion and as determined to best serve person-served.
• All documentation is completed accurately, with quality, easily accessible to required parties and recorded according to best practice or as instructed

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods of time

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

REQUIREMENTS

• High school diploma or equivalency certificate required.
• Previous medical scheduling experience in a medical office or related health care facility.
• Previous experience with answering phones, greeting clients and customers
• Knowledge of Medical Terminology preferred
• Ability to think independently and demonstrate good problem-solving skills
• Excellent team-centered approach with strong interpersonal and communication skills are a must due to the extensive collaboration and networking that is required in the field.
• Ability to multitasks and handle a non-traditional work environment.
• Ability to be a self-started and work independently with limited supervision at times.
• High level of compassion and respect for persons with special needs;
• Strong problem solving and execution skills.
• Experience with Microsoft Word, Excel, Power-point, Outlook Email, and other systems i.e. electronic time punches, electronic medical records etc.
• Ability to use independent judgment and address conflict and find resolutions.
• Excellent interpersonal, written, and oral communication skills.
• Proficient in punctuation, spelling, and arithmetic
• Excellent customer service skills
• Bilingual in any language a plus.
• Ability to travel to the DC Hope Center location, as needed.