Administrative Assistant - Montclair, United States - Montclair Speech Therapy
Description
Job Description:
Administrative Assistant:
Location: 17 Watchung Plaza Montclair, NJ, 07042:
Seeking:
Full-Time AND Per-Diem (Weekday Evenings and Weekend Availability
):
Responsibilities:
-
Welcome On-site Visitors: Greet clients/families in waiting room, provide assistance as needed to respective therapy suites, assist with collecting documentation and payments as needed.
-
Reception/Telephone Duties: Receive and direct incoming calls to the proper party.
- Answer incoming telephone calls in a professional and timely manner to determine purpose of callers, and forward calls to appropriate personnel or department.
- Answer general questions about MST and provide callers with address, directions, and other information, referring other specific questions to appropriate staff.
Managing Calendars and Scheduling Appointments: For 15-20 therapists across multiple disciplines including but not limited to: Scheduling/Removing ongoing appointments, Rescheduling Cancellations, Maintaining Waitlists, Assisting with maintaining weekly appointment requirements for staff etc.
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Preparing Documents: Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary, according to confidentiality standards and HIPAA requirements.
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Organizing, Filing and Reporting: Assist with establishing and maintaining client files, using alphabetical and numerical systems, revising and updating periodically.
- Receive, sort, and route mail, packages and other deliveries. Distribute written communication, accept and sign for deliveries (mail, prescriptions, etc.).
- Maintain copy and fax machines, assist users, send faxes, and retrieve and route incoming faxes.
- Maintaining Excel Spreadsheets
- Perform other clerical duties as needed, such as filing, photocopying, ordering and maintaining office supplies, assisting other departments (e.g., billing) and therapists.
- Performing other administrative duties as assigned
Requirements:
- Proven experience as an Administrative Assistant or similar role in a medical environment
- Excellent communication and interpersonal skills
- Proficient in Microsoft Office and Excel and EMR systems
- Knowlege of medical terminology
- Strong organizational and timemanagement skills
- Ability to multitask and prioritize tasks effectively
- Attention to detail and accuracy
- Bilingualism (English/Spanish) a strong plus
- High school diploma or GED Certificate
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