ROCKBRIDGE AREA COMMUNITY SERVICES BOARD
POSITION DESCRIPTION
EMPLOYEE:
POSITION TITLE: Receptionist/Office Assistant
SUPERVISOR'S TITLE: Clinic Office Coordinator
GENERAL STATEMENT OF RESPONSIBILITIES:
The incumbent in this position serves as Receptionist/Office Assistant at RACS. The incumbent carries out all clinical support tasks essential to the daily operations of RACS. The incumbent promotes a positive, helpful attitude and professional environment to clients, visitors, other agency representatives and RACS staff.
The incumbent reports to the Clinic Office Coordinator. In carrying out assigned position responsibilities, the incumbent is required to exercise sound judgment, demonstrate initiative, maintain a high degree of confidentiality, and maintain effective administrative assistance and support services for a professional office system.

MAJOR DUTIES:
1. Act as receptionist; greet all visitors and clients, answer inquiries from the public, direct visitors and clients to the appropriate staff person; provide and collect information as necessary. Answer telephone calls directing each call to the appropriate staff person; forward calls to staff voicemail to leave messages.
Performance Target:

All clients will be directed to appropriate staff in a timely manner and phone calls will be addressed professionally and quickly to ensure client satisfaction.

Measure: There will be no incidents reported in regard to lack of professionalism.

2. Add/update clients for Open Access in current Electronic Health Record at time of check-in. Schedule and re-schedule clinical and psychiatric appointments as necessary. Monitor and respond to Appointment Scheduler email related to staff scheduling requests.
Performance Target:

All clients will be accurately entered into RACS Electronic Health Record. Appointments will be scheduled/rescheduled with appropriate staff within required timeframe

Measure: Appointments scheduled/rescheduled with 99% accuracy.

3. Compose and type letters; informing clients of appointments and/or changes in scheduled appointments.
Performance Target:

All letters will be typed daily.

Measure: Letters will be composed/typed in correct format.

4. Perform reimbursement tasks as assigned by Clinic Office Coordinator such as: Provide back-up to Registration staff conducting financial intakes and updates with clients.
Performance Target:
Financials will be completed on every new client and updated yearly on current clients. All demographic information will be updated at each financial interview with client to ensure that system is always up to date.
Measure: Financials will be completed with 99% accuracy.
5. Request payment from clients at time of service, receipt incoming fees from clients and ensure daily deposits are accurate. Receive and distribute incoming mail, mail appointment letters to new clients and ensure Registration Staff are informed of all scheduled Financial Intakes/Updates. Deliver outgoing mail to USPS.
Performance Target:

Payment for services must be collected at time of service and receipted into system accurately. Daily deposits will be 100% accurate. Incoming/outgoing mail will be processed daily.

Measure: Daily deposits will be 100% accurate. Mail will be processed with 99% accuracy.

6. Perform other duties as assigned by the Clinic Office Coordinator consistent with Rockbridge Area Community Services Board policies, procedures and its mission and vision.

ESSENTIAL WORK PERFORMANCE AREAS:

Communicates effectively, both orally and in writing
Demonstrates ability to problem solve and address routine issues
Works well as part of a team, e.g. respects others' opinions, shares workload as appropriate, demonstrates flexibility
Projects positive attitude toward consumers/clients, staff, and other agencies; treats consumers/clients, staff, and other agencies in a caring and respectful fashion; mindful of individual, cultural and ethnic differences
Maintains appropriate professional boundaries (e.g., with consumers, other staff, agencies, etc.)
Sets appropriate priorities, plans work systematically, uses time wisely
Enthusiastic, motivated, takes initiative
Actively participates in supervision; utilizes supervision appropriately; is responsive to constructive feedback; consults with supervisor as necessary when crises or situations beyond the norm arise
Demonstrates openness and willingness to change; initiates change when necessary; encourages others to accept change

QUALIFICATIONS:
The Receptionist/Office Assistant must possess the following formal education, experience, knowledge, skills and abilities:
Education and Experience:
Minimum of a high school diploma and two years of experience working in an office or health care environment.
Knowledge of:

Secretarial practices
Written communication
Standard English grammar, spelling and punctuation
Maintenance of records
Automated word processing

Skills in:

Oral, written and interpersonal communications
Telephone and receptionist skills
Typing of business correspondence and format
Automated Word Processing
General clerical tasks

Ability to:

Work effectively with all levels and types of persons
Maintain composure in stressful situations (i.e. handle busy telephone, heavy traffic flow of clients and visitors with pressure to complete work assignments for clinical staff)
Exercise sound judgment;
Communicate effectively in writing and orally
Type and file accurately
Maintain confidentiality