Clinic Administrative Assistant  

TITLE: Clinic Administrative Assistant

LOCATION: Foothills Clinic

TYPE OF EMPLOYMENT: Benefited, 40 hours

Schedule: Monday-Friday 8:00am-4:30pm

PAY RATE: $20.20 per hour

 

Reports To: Clinic Manager

Accountable To: Clinic Manager, AVP of Operations

FLSA Status: Non-Exempt

Bargaining Unit: Non-Union

Position Summary

The Clinic Administrative Assistant serves as the primary administrative support professional for Foothills Clinic, providing exceptional customer service while ensuring efficient daily clinic operations. This position is responsible for creating a welcoming experience for individuals receiving services, families, referral sources, and visitors through professional reception, scheduling, communication, referral coordination, and administrative support.

Working collaboratively with clinical and administrative staff, the Clinic Administrative Assistant helps ensure timely access to services, efficient clinic workflow, and a positive patient experience while maintaining confidentiality and supporting the mission and values of Community, Work & Independence.

Essential Responsibilities

Patient Access & Customer Service

• Serve as the first point of contact for individuals, families, referral sources, and visitors.
• Greet patients and visitors in a professional, welcoming, and person-centered manner.
• Answer and direct incoming telephone calls.
• Provide information regarding clinic services and administrative processes.
• Schedule, reschedule, and confirm appointments.
• Assist with patient check-in and check-out processes.
• Maintain a positive customer experience while addressing routine questions and concerns.

Administrative Support

• Provide administrative support to Clinic Manager and clinical staff.
• Prepare correspondence, reports, forms, and other documents.
• Maintain organized electronic and paper filing systems.
• Perform data entry accurately and timely.
• Sort and distribute incoming mail.
• Monitor office supply inventory and communicate replenishment needs.
• Assist with meeting preparation and administrative projects.

Scheduling & Clinic Coordination

• Coordinate provider schedules.
• Maintain appointment calendars.
• Communicate appointment changes to individuals and providers.
• Assist in optimizing clinic scheduling efficiency.
• Support daily clinic operations to ensure smooth patient flow.

Medical Records & Documentation

• Maintain accurate patient records in accordance with agency policies.
• Assist with scanning, filing, and document management.
• Support record requests and releases of information in accordance with HIPAA requirements.
• Ensure administrative documentation is completed accurately and timely.

Patient Experience & Communication

• Distribute and track patient satisfaction surveys.
• Maintain discharge and same-day status lists.
• Support communication with individuals and caregivers.
• Assist in maintaining a welcoming and organized clinic environment.

Collaboration

• Work collaboratively with providers, Treatment Coordinators, and administrative staff.
• Participate in staff meetings.
• Maintain effective working relationships across departments.
• Support process improvement initiatives that enhance patient access and clinic efficiency.

Qualifications

Required

• High School Diploma or GED
• Minimum one year of administrative or medical office experience
• Excellent customer service skills
• Strong written and verbal communication skills
• Strong organizational skills
• Ability to prioritize multiple tasks
• Computer proficiency including Microsoft Office
• Ability to maintain confidentiality

Preferred

• Experience in a medical or behavioral health setting
• Experience with electronic health records
• Knowledge of Medicaid and healthcare scheduling
• Experience coordinating referrals

Core Competencies

• Customer Focus
• Communication
• Organization
• Teamwork
• Adaptability
• Problem Solving
• Attention to Detail
• Professionalism
• Confidentiality
• Time Management

Working Conditions

• Primarily office/clinic environment
• Frequent interaction with individuals receiving services, families, and healthcare professionals
• Frequent computer use
• Frequent telephone communication
• Occasional lifting up to 25 pounds

Physical Requirements

• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to use standard office equipment.
• Ability to communicate effectively in person and by telephone.
• Ability to perform repetitive keyboarding.

Mission Alignment

The Clinic Administrative Assistant plays an integral role in supporting Community, Work & Independence’s mission by helping ensure individuals have timely access to high-quality, person-centered clinical services. Through exceptional customer service, effective communication, and strong organizational support, this position contributes to a welcoming, efficient, and compassionate healthcare environment that promotes independence, dignity, and positive outcomes for the individuals and families we serve.

 

EEO Statement: CWI is an Equal Opportunity Employer, and supports Diversity, Equity and Inclusion in its hiring and employment practices, so that every team member can feel like they belong and be their authentic self to thrive in their personal and professional lives. In order to do that, all applicants will receive consideration for employment without regard to age, race (including traits historically associated with race, including but not limited to, hair texture and protective hair styles), creed, color, national origin, sexual orientation, military status, sex, disability, genetic predisposition or carrier status, marital status, arrest record or status as a victim of domestic violence, familial status, gender/gender expression, reproductive health decisions, citizenship or immigration status or any other factor prohibited by law.