Office Administrator - Vivia

Our Office Admins are responsible for providing comprehensive administrative support to the community mental health center. This role requires proficiency in Microsoft Applications, effective communication of consent forms in patient-friendly language, and meticulous organization skills. Experience in AthenaOne or other EHRs is preferred. The OA ensures all patients are followed up with regarding their appointments through various resources, including manual calls, and maintains an accurate patient census. A welcoming personality, time consciousness, dependability, and the ability to work in a diverse environment are essential.

This is a four-day-per-week position (Monday-Thursday, 32 hours) at our Bucktown Clinic location, possibly covering other shifts at our other Chicago locations as needed.

Key Responsibilities:

Administrative Support:

• Provide administrative support to clinicians and staff, ensuring smooth clinic operations.
• Manage front desk activities, including greeting patients, answering phones, and scheduling appointments.
• Ensure all patient information is accurately entered and updated in Athena EHR.

Technology:

• Utilize Microsoft Applications (Word, Excel, Outlook, etc.) to streamline workflow and manage office tasks.
• Proficiently use Athena EHR to manage patient records, appointments, and documentation.

Patient Communication:

• Effectively communicate consent forms and other important information in language that is easily understood by patients.
• Follow up with patients regarding their appointments through various methods, including phone calls, emails, and text messages.

Appointment Management:

• Maintain an accurate patient census and track patient appointments.
• Ensure patients are followed up on missed or rescheduled appointments using various resources.

Organizational Skills:

• Organize and maintain office files, records, and supplies.
• Coordinate with clinical staff to ensure efficient patient flow and timely service delivery.

Welcoming and Dependable:

• Exhibit a welcoming and professional demeanor when interacting with patients, staff, and visitors.
• Be time-conscious and dependable, ensuring all tasks are completed efficiently and effectively.

Diversity and Inclusion:

• Work effectively in a diverse environment, respecting and valuing different perspectives and backgrounds.
• Promote a positive and inclusive atmosphere within the clinic.

Qualifications:

• A high school diploma or equivalent, as well as additional education or certification in office administration, is a plus.
• Proficiency Microsoft Applications (Word, Excel, Outlook, etc.).
• Proficiency in AthenaOne or other EHR (preferred).
• Excellent organizational and multitasking abilities.
• Strong communication skills, both verbal and written.
• Ability to communicate complex information in a patient-friendly manner.
• Welcoming personality with a professional and dependable attitude.
• Experience working in a diverse environment.
• Previous experience in a healthcare setting, particularly in mental health, is preferred.

Working Conditions:

• Full-time position with typical office hours.
• Occasionally, it may require extended hours to meet patient needs.
• Work in a clinic environment with direct patient interaction.