Job Description
Job Description
FLSA Status: Non-Exempt
Reports To: Outpatient Care Manager
FTE: 0.8 (32 hours per week)
Status: Non-Exempt
Pay: $26-28 per hour
Effective Date: August 18, 2025
Purpose: This role is vital in providing comprehensive administrative and clinical support to the clinic and its various programs. This position involves greeting patients and their families, validating current addresses and insurance information, collecting co-pays, managing other back-office administrative duties, and ensuring smooth operations within the clinic. Additionally, the role requires demonstrating a professional and respectful rapport with patients, families, and staff, facilitating the seamless integration of administrative and clinical support across all programs.
Essential Functions:
- Assist the administrative team with various tasks such as monitoring internal back-office systems, checking in patients, scheduling follow-up visits, and addressing patient and clinician needs.
- Distribute surveys and assessments as assigned by providers or based on prescribed intervals.
- Document all patient interactions in the EHR system.
- Perform clerical duties including answering phones, copying, mailing, faxing, scanning, and sorting documentation.
- Respond to email inquiries in a thorough, timely, and courteous manner.
- Support the Site Director in ensuring the clinic maintains compliance with regulations.
- Maintain a clean and organized office environment, promoting a professional and welcoming atmosphere.
- Ensure follow up with patients and schedule appointments.
- Monitor and manage inventory needs, ensuring adequate supplies are available.
- Utilize electronic systems such as Bay Area Clinical Associates' electronic health records system (Advanced MD), and Google Suite (Gmail, Gcal, Google Drive).
- Maintain confidentiality of all PHI in accordance with HIPAA.
- Embody and uphold the clinic's vision, mission, and values daily, integrating them into decision-making processes.
Competencies:
- Ability to exercise independent judgment, demonstrating critical thinking, flexibility, and problem-solving skills.
- Excellent verbal and written communication skills, with the ability to interact professionally with individuals at all levels of the organization and external contacts.
- Strong organizational and time-management abilities, with meticulous attention to detail.
- Proficient in using Google Suite and other relevant software applications; experience with Electronic Health Record (EHR) systems is a plus.
- Ability to adapt effectively to changing circumstances and environments.
- Ability to maintain a positive attitude and composure under pressure, handling confidential information with discretion and integrity.
- Resourcefulness in finding solutions and resolving day-to-day operational challenges.
Travel Requirements: This position does not require any travel. The role is based on-site at the designated clinical location.
Required education and experience:
High school diploma
- Ability to maintain confidentiality and comply with HIPAA standards and BACA policies and procedures
- Strong computer skills; experience with Google Drive and Google Suite a huge plus
Physical Requirements:
- Mobility: Ability to stand, walk, and sit for extended periods.
- Manual dexterity: Strong hand-eye coordination for tasks such as typing and handling paperwork.
- Vision and hearing: Good visual acuity and hearing for reading, communication, and computer use.
- Communication skills: Clear verbal and written communication abilities.
- Stamina: Capacity to handle multiple tasks and work under pressure.
- Lifting and carrying: Occasional lifting or carrying of office supplies, files, or equipment.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits:
- Paid Time Off (PTO)
- Comprehensive Healthcare
- 401(k) Plan
- Educational Reimbursement
- Additional Benefits: Paid holidays and maternity leave.
At BACA, we are committed to fostering an environment that embraces diversity, equality, and inclusion. We are proud to be an equal opportunity employer and consider all qualified applicants regardless of color, religion, sex, age, national origin, disability status, protected veteran status, or any other characteristic protected by law.
*Please note that employment is contingent upon the successful completion of a background check and Live Scan fingerprinting clearance, as required by law. *
We look forward to hearing from you and possibly welcoming you to our team.