Administrative Assistant | Scheduler - DV Therapy

Under the direction of the DV Therapy - Office Manager, the Administrative Assistant | Scheduler provides vital support to ensure the smooth and efficient scheduling of appointments, meetings, and events within DV Therapy.
This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks and priorities.
The position will involve working closely with clients, management, or other departments to maintain an efficient schedule, handle administrative duties, and contribute to the overall smooth operation.

ESSENTIAL JOB DUTIES:

Overseeing the front office/waiting room areas

Maintaining the environment and physical location

Opening and closing the physical office

Assisting clients at sign in and departure

Directing questions and inquiries in person and by phone

Insurance eligibility

Billing

Data entry

Charting, filing and other office/reception duties as assigned.

Key Responsibilities:

1. Schedule Coordination:

- Assist with maintaining the master schedule to ensure meetings/trainings/workshops are reserved, organized and the facilitator’s needs are met as it pertains to location set up.

- Assist with scheduling, confirm appointments and process documentation.

- Assist with scheduling therapy rooms for therapy sessions.
- Adjust and reschedule appointments or meetings as needed, ensuring that all participants are informed of changes in a timely manner.

2. Calendar Management:

- Update and maintain accurate electronic calendars (e.g., Microsoft Outlook, Google Calendar, etc.).

- Ensure that all appointments are scheduled with appropriate preparation time and that there are no scheduling conflicts.

- Block out time for administrative tasks, meetings, and other essential duties as needed.

3. Document Management:

- Responsible for creating and updating program Intake Packets and creating charts/files.

- Ensures HIPAA standards are met when clients sign in for scheduled appointments.

- Maintains an up to date telephone directory and emergency call list of DV Therapy Employees

- Assist in making sure all documents have been uploaded before shredding.

- Utilizes word processing, databases, and/or spreadsheet software to store, edit, format, print and revise letters, memos, statistical tables, reports questionnaires, forms, labels and other related material.

- Maintains an up to date telephone directory and emergency call list of DV Therapy Employees

4. Communication & Coordination:

- Ensures all incoming clients are greeted and telephone calls are properly handled in a

- Attends to the waiting room and waiting room activities, and ensures safe and respectful behaviors are promoted in the area and cleanliness is maintained.

- Receives and channels all telephone calls to designated DV Therapy employees and notifies employees when visitors and/or clients arrive.

- Maintains an up to date telephone directory and emergency call list of DV Therapy Employees

- Practices effective teamwork and maintains a professional and positive image. Offers and accepts help when needed.

- Utilizes electronic mail extensively for communication purposes.

5. General Administrative Support:

- Responsible for filing and opening/locking cabinets on a daily basis.

- Assist in auditing charts and checklists as requested.

- Perform related functions or other duties as assigned.

QUALIFICATIONS:

1. Minimum of 1 year scheduling experience

2. Minimum of 1-year reception/clerical experience required.

3. Spanish speaking required.

4. Experience answering multi-line inbound calls.

5. Professional working manner with excellent phone etiquette and strong customer service orientation.

6. Adheres to the department policies around confidentiality, HIPAA and clients rights.

7. Possess excellent verbal and written communication skills.

8. Energetic personality who is able to handle a variety of tasks.

9. Microsoft Word, Excel and Outlook proficiency.

10. Experience working within an electronic health record system preferred.

11. Possession of a valid California driver’s license, car insurance and ability to drive.

12. General working hours are Monday - Friday 9 am to 6pm. Possible early end time on Fridays

Schedule:

- 8 hour shift

Education:

- High school or equivalent (Preferred)

Experience:

- Reception/clerical: 1 year (Preferred)

Work Location:

- One location