Overview

The Administrative Assistant will assist the Care Management Office staff, including Intake Specialists, in performing required clerical and intake tasks. This will include typing, faxing, copying, and responding to phone, email, fax, mail and internet service queries and disseminating information to the appropriate staff in a timely and professional manner. The Administrative Assistant represents the Institute as a key point of contact for external and internal customers and will provide prompt, courteous customer service to all callers.

Responsibilities

1. Provide administrative support for Care Management Office staff and Intake Specialists including faxing, copying, retrieving/distributing mail, and maintaining office equipment and supplies.
2. Provide phone coverage by answering calls, assisting callers, screening and appropriately routing or sending to voicemail.
3. Respond to phone, email, fax, mail and internet service queries or other written requests for Intake services and/or appointments from patients, families, external referral sources, and KKI employees. Disseminate information to the appropriate staff in a timely and professional manner.
4. Obtain and document patient clinical, demographic, and insurance information in AS400 and the Intake Form on the KKI Intranet when performing an intake duties.
5. Search and document previous appointments or requests for services by internal/external referral sources.
6. Communicate with appropriate staff for approval or appropriateness of referral. Follow up with staff and complete all documentation. Finalize intakes by communicating disposition to family and/or referral source.
7. Maintain daily log of intakes, including number of calls, types of callers, and durations of calls.
8. Provide backup for Switchboard Operator as needed.

Qualifications

QUALIFICATIONS: Must be proficient with MS Office Suite including Word, PowerPoint, Excel and Access.

EDUCATION: High School diploma or equivalency required.

EXPERIENCE: Entry level position; however one year administrative or clerical experience, preferably in a health care setting preferred.