Office Assistant-Mental Health and Wellness - Oswego Health

Job Title: Office Assistant                                                                             Department:  Mental Health Clinic

Reports to: Office Manager                                                                         Revision Date: 7/7/2020

Grade Level: 13                                                                                                 Status: Non-Exempt

Job Summary:

The office assistant provides necessary secretarial support services for the division.  These services include, but are not limited to, scheduling of all new patients, obtaining prior authorizations for services, monthly coding of charts, order/charge entry.

Duties/Responsibilities:                                           

• Provide clerical assistance to Office Manager; uses computer programs per policy as assigned.
• Accurately enters employee time in payroll program and processes all exempt and non-exempt (hourly) timesheets for MH Administration and outpatient programs.
• Accurately processes physician vouchers for payroll purposes.
• Prepare reports and statistics as assigned and accurately enters statistics into tracking database.
• Maintain policy and procedure books for MH Administration, Outpatient Clinic and Children’s Services.
• Distribute and track competencies for MH Administration, Outpatient Clinic and Children’s Services.
• Provides back up to Switchboard Operator/Data Entry Clerk and other support staff as needed.
• Completes special assigned projects and reports in a timely and accurate manner.
• Perform transcription and other typing as assigned, neatly and accurately, and timely.
• Prepare routine correspondence as assigned and process incoming and outgoing mail.
• Maintain an organized work area and files in a systematic order.
• Routinely uses policy and procedure manuals and other reference materials as necessary to ensure the proper course of action.
• Read all posted minutes, policies and procedures, memos, etc.
• Demonstrate initiative in assisting others to complete necessary duties of the facility.
• Handle telephone information with courtesy, accuracy and respect for confidentiality.
• Communicate appropriately with clients, visitors and staff; promptly respond to requests for assistance.
• Follows the chain of command appropriately to resolve problems and concerns.
• Notifies appropriate Mental Health personnel of patient requests and promptly reports matters requiring immediate intervention to appropriate personnel.
• Perform other duties as assigned.

Required Skills/Abilities (Unit Specific):         

• Knowledge of medical terminology preferred.
• Demonstrated organizational and interpersonal skills.
• Demonstrated ability to use computers and standard computer software including Microsoft Office Suite.
• Ability to perform transcription and function in a fast-paced environment
• Ability to communicate effectively, both orally and in writing.
• Professionalism and business acumen appropriate for working with guests, clients, physicians, employees and volunteers.
• Ability to cost effectively manage resources and supplies.

Education and Experience:

• High School Diploma or equivalent required.
• One or more years of secretarial experience within a healthcare setting preferred.
• Experience with multi-line phone systems is preferred.

Working Conditions:

• Prolonged periods of sitting and working on a computer.
• Requires on the job orientation.
• Ability to lift, push or pull up to 15 lbs. using proper body mechanics.
• Occasionally requires assembling, operating, checking, and maintaining equipment.
• Requires attendance of various meetings and participation on committees as required.
• Actively participates in in-service programs, in Quality Assurance programs and CQI, cross training; attends all mandatory classes as required; completes unit-specific competencies.
• Occasionally requires assignments to other units/shifts as hospital needs require.
• Participates in hospital emergency and disaster drills, assumes designated role in fire safety procedures while on duty.
• Complies with DOH requirements for annual health assessments and required immunizations.
• Must be present and ready for work in designated area at assigned time.

Pay Range: $15.50-$17.05/hr

Employee salary is based on commensurate experience and other qualifications.

The mission of Oswego Health is to provide accessible, quality care and improve the health of residents throughout Oswego County. As a nonprofit healthcare system that was established in 1881, Oswego Health is proud to continue to be one of Oswego County’s largest employers. More than 1,200 employees spread throughout its 17 locations, work for the Oswego Health system, which includes the 164-bed community hospital with a brand new Medical Surgical Unit, a 32-bed state-of-the-art psychiatric acute-care facility with multiple outpatient behavioral health service locations, The Manor at Seneca Hill, a 120-bed skilled nursing facility, and Springside at Seneca Hill, an independent retirement community.  The health system also operates Oswego Health Home Care, the only hospital-based certified home healthcare agency in the County as well as two outpatient centers, including the Fulton Medical Center, offering urgent care, lab, medical imaging, physical therapy, and occupational health services; and the Central Square Medical Center, offering urgent care, lab, medical imaging, and physical therapy services. In addition, Oswego Health includes the Oswego Health captive professional corporation, Physician Care P.C., providing physician services in orthopedics, cardiology, ENT, gastroenterology, breast care, audiology, general surgery, bariatrics, and primary care.

EQUAL EMPLOYMENT OPPORTUNITY

Oswego Health is committed to providing equal opportunity in all employment-related matters, without regard to race (including traits historically associated with race), creed, color, religion, sex/gender, national origin, age, marital or familial status, disability, pregnancy-related condition, sexual orientation, gender identity, gender expression, transgender status, citizenship status, ancestry, arrest/conviction record, military or veteran status, domestic violence victim status, genetic predisposition or carrier status, reproductive health decision making, relationship or association with a member of a protected category, or any other legally protected characteristic.  Decisions affecting your position including, but not limited to, recruitment, hiring, placement, promotion, transfer, compensation, benefits, training, tuition assistance, leaves of absence, disciplinary action, layoff/recall, and terminations will be made in accordance with this policy.