Administrative Assistant II

Job Description
The Administrative Assistant II position oversees busy front desk operations at the Gebbie Speech Language Hearing Clinics vital in managing clinic operations patient communication and supporting clinical faculty and students. Responsibilities include managing all reception duties processing referrals managing new client inquiries and maintaining waitlists. The role requires proficient use of the EMR systems for appointment scheduling maintaining client records processing payments and ensuring accurate billing. Additionally this position involves training and directing other staff/students to cover desk operations and other administrative tasks. Customer service excellence accurate recordkeeping and strict HIPAA compliance are essential. This role is responsible for creating a welcoming environment for the public efficiently managing administrative tasks and supporting the clinics mission to provide highquality communication healthcare and student training in our accredited graduate programs.

Responsibilities
Reception and Daily Clinic Operation Management Oversee all clinic desk operations for Gebbie SpeechLanguage Clinic and Hearing Clinics. Greet all visitors including clients walkins vendors research participants students etc. Client checkin and checkout: verify information collect copays provide forms schedule followups. Handle and triage all ingoing and outgoing calls voicemails emails and faxes and communication through patient portal. Manage and maintain accurate patient records including processing and requesting medical records as per HIPAA guidelines. Create and streamline patient forms. Referral and new client management: Collect referral information input into EMR obtain records and notes and communicate with referred patients. Answer inquiries and/or refer questions to appropriate providers provide intake and other forms as applicable and enter into EMR . Manage incoming and outgoing mail and packages and orders. SpeechLanguage Pathology Clinic Management Maintain updated appointment calendar manage room schedules. Manage appointment reminders cancellations and noshows communicate daily schedule updates reschedule per clinic policies and openings. Schedule all appointments each semester for fulltime faculty (diagnostic evaluations individual and group or family/caregiver repeating treatment sessions etc. based on provider/student schedules room availability and hours requirements. Schedule clients with part or fulltime staff providers based on provider schedules clinic needs and student supervision if applicable. Maintain accurate waitlists with contact notes monitor openings and communicate regularly with directors re: next client scheduling per client diagnoses/urgency student training needs and provider availability; contact selected clients to confirm availability and insurance/payment details. Enter services provided for each appointment for billing purposes. Audiology Clinic Management Maintain updated appointment calendar manage room schedules. Manage appointment reminders cancellations and noshows communicate daily schedule updates reschedule per clinic policies and openings. Monitor referrals and waitlists communicate with director and clients. Verify insurance/payment details. Schedule all appointments for faculty and staff providers along with their assigned student clinicians by client (pediatric or adult) and appointment type time requirements and room needs (e.g. hearing evaluations hearing aid evaluation/fittings followup vestibular testing evoked potential testing tinnitus therapy counseling etc.. Schedule hearing tests/screenings/services for other departments on campus and any outside contracted services. Manage hearing aid orders repairs and supplies for client purchase track and schedule deliveries. Enter services provided for each appointment for billing purposes. Supporting Clinical Faculty Providers and Students Manage the clinic Electronic Medical Records EMR system database including entering new students and personnel into the system. Assist clinic directors with overall clinic operations track client numbers student hours referrals and satisfaction surveys. Assist service providers with administrative tasks client records and communication and routine clinic office tasks. Help students with EMR system and clinic operations. Participate in collaborative team meetings and collectively support clinical mission. Clinic Administrative Support Set up and manage CORS system observation logins for appropriate rooms throughout semester for families/students as needed. Monitor and reorder supplies to ensure the clinic is wellstocked. Ensure cleanliness of clinic spaces including waiting areas observation rooms and therapy rooms. Call in work orders for clinic rooms and equipment as needed. Train and direct other staff and students to cover all or portions of the described duties on a regular or temporary basis. Ensure they are equipped to manage reception desk duties hearing aid technician responsibilities and other tasks as needed. Train students covering the reception desk and working as hearing aid technicians each semester/year. Contribute to and help promote the mission of service excellence to the community. Other Duties (including Patient Communication and Support) Help clients access clinical services and patient portal. Provide patient education through the patient portal website mail and other communications regarding clinical services provided policies announcements etc. Foster positive relationships between clinic and community and within clinic team address concerns and follow up on satisfaction. Help clients with transportation arrangements. Other duties as appropriate.