Program Assistant

Department: All Divisions
Supervised By: Division Directors and Managers
FLSA Status: Non-Exempt/Regular/Full-Time
Effective Date: February 2007

Performs all clerical tasks related to both administrative and clinical activities of the program. Assist in coordination of clerical staff office duties. Performance of tasks in the absence of on site supervision is required at times. Responsible for responding to agency contacts (telephone, walk-in) for information and services and for acquiring all necessary information to assure appropriate response/disposition.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Perform various clerical tasks; screening and greeting visitors, filing, photocopying, office supply inventory, maintaining schedules, posting and routing of routine mail.
• Compose, edit and type routine correspondence, reports and similar documents. Enter and retrieve data using personal computer or terminal.
• Assemble and maintain client charts. Prepare new enrollments of clients.
• Transcribe physician orders; Order labs, diet, x-rays as appropriate from Union Hospital.
• Take contacts, schedule clients, and complete enrollment procedures.
• Transcribe dictated material including biopsychosocial assessments, psychiatric evaluations and psychologist test results.
• Maintain administrative files and records including policy and procedures manual, assist with compilation of data for various reports; assist in maintaining staff time reporting sheets.
• Participate in the collection of client fees. Take responsibility for cash deposits and assist clients with billing inquiries.
• Administratively assist clinicians with clinical care, as appropriate, including emergencies, maintenance of clinical records, substance abuse monitoring activities, etc.
• Assist in training new staff. Cross training with other Program Assistants; serve as back-up if needed.
• Assist in maintenance of a clean and orderly work environment, complying with regulatory body requirements including minor cleaning and maintenance (e.g., refilling soap and papertowel dispensers, changing lightbulbs, etc.)
• Answer telephone, take routine messages as necessary. Screen calls; respond to routine inquiries and requests.
• Coordinate with other community agencies and referral sources.
• Contact insurance companies for authorization of services.
• Maintain entries for appointments, HAP enrollments, and closings.
• Run daily reports. Balance and make corrections to daily entry.
• Become proficient in the use of UNI/CARE in order to accurately enter client service charges, monitor daily trial postings, etc.
• Maintain patient medication assistance programs, updating and resubmitting applications when necessary.
• Other duties as assigned.
• Please note that these tasks may differ slightly from department to department.
• Dispense Medications (Patient Assistance Samples).
  

• High school diploma or equivalent.
• Courses in business and computers a plus.
• Knowledge/skills in business English, basic arithmetic, typing, filing and record maintenance, reception, and operation of routine office equipment.
• Computer skills in Microsoft Office.
• Good interpersonal communication skills.
• Time management and organizational skills with flexibility to manage a wide variety of tasks.
• Willingness to travel and use personal transportation in work capacity.
  

• Maintain American Red Cross CPR and First Aid certifications
• Maintain CPI Annual certification.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical mobility required with extensive standing, sitting, walking, lifting, bending, and reaching high places to complete tasks.

Work is performed in a comfortable physical environment under pressure of completing tasks, time demands, and frequent interruptions.

• Completion of tuberculin screening no later than three days prior to first day of employment and annually thereafter
• Completion of a pre-employment drug screening and completion of post-employment drug or alcohol tests upon reasonable suspicion of use.
• Completion of Center-wide orientation and ALL required paperwork prior to reporting for work
• Demonstrated computer literacy through successful completion of pre-employment testing may be required.
• Completion of Total Quality Management training
• Attendance at all mandatory staff development and training
• Successful completion of a six month on the job orientation period
• Participation in payroll electronic deposit
• Adherence to Compliance Program Plan
• Satisfactory reference and background investigation checks.
• Satisfactory completion of an Indiana Department of Child Services criminal fingerprinting background check at the time of hire and every four years (or at contract renewal when applicable) for any employee that has direct contact on a regular and continuing basis with DCS and IVB clients.
  

Job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principal job elements essential for making fair pay decisions about jobs.

back to job listing

© 2007 Hamilton Center, Inc., Terre Haute, Indiana

Notice of Privacy Practices