Knox C&Y IST Administrative Assistant at Helen Ross McNabb Center – Knoxville, Tennessee

Help Others, Make a Difference, Save a Life.

Do you want to make a difference in people's lives every day?
Or help people navigate the tough spots in their life?
And do it all while working where your hard work is appreciated?

You have a lot of choices in where you work…make the decision to work where you are valued!

Join the McNabb Center Team as the Knox C&Y IST Administrative Assistant today!

The C&Y IST Administrative Assistant

Duties:

• Being on time to each shift.
• Providing direction to clients and maintaining an up to the minute schedule on the EMR.
• Responding to all calls, flags, and emails within 24 hours.

JOB PURPOSE/SUMMARY

Summary of role of team:

• The Knox CY IST team comprises of outpatient providers in the areas of therapy, case management, care coordination, and medication management.
• The team operates to serve children and adolescents from birth to 21 years of age.
• The administrative assistant will contribute to the team in the following ways.
• The administrative assistant will demonstrate and maintain a positive work climate and the overall team effort of the program.
• The administrative assistant will demonstrate a consideration and concern for fellow workers and their jobs and promotes harmonious relationships and attitudes.
• The administrative assistant accepts additional assignments and/or changes in assignment and/or work.
• The administrative assistant promotes an environment in which the customs and spiritual beliefs of the individual are respected.
• The administrative assistant promotes clear and considerate communication to all staff and clients.
• The administrative assistant responds to all emails, flags, and phone calls within 24 hours.

Summary of position:

• Provides daily response to all phone calls directed to C&Y IST, Family Treatment Services, and Great Starts, including providing messages/notes to nurses for calls related to medication questions, answering questions of next scheduled medication/intake appointments, and other related phone calls.
• Maintain schedule for all C&Y IST staff psychiatrists and intake appointments with centralized scheduling team in order to ensure productivity standards are met.
• Assist staff to meet set productivity standards within compliance of McNabb policy and procedures.

TYPICAL WORKING CONDITIONS/ENVIRONMENT

• Typical working conditions include working in an outpatient office setting.

JOB DUTIES/RESPONSIBILITIES

This job description is not intended to be all-inclusive; and employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required. This organization reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties, or working schedules based on their duty to accommodate individuals with disabilities. This job description does not constitute a written or implied contract of employment.

1. Maintain schedule for all C&Y IST clinicians, staff psychiatrists and APN's. Maintain schedule for outpatient clinicians for Family Treatment Services and APN, and assist in scheduling intakes for prospective clients.

• Input/print out necessary information in Athena for scheduling purposes on a daily basis. Respond to all flags, emails, and phone calls within 24 hours.
• Coordinate with centralized scheduling team on any scheduling needs for Knox CY/Merchants clinic. Coordinate with Family Treatment Program Coordinator, Great Starts Program Coordinator, and Knox CY Clinic Coordinator on daily tasks.
• Maintain cancellation list for filling in appointment purposes and update daily.
• Discusses with the staff psychiatrists any time there is a change made to the schedule throughout the day.
• Will be in the reception area for the first appointment of the day and stay until the last appointment has left the area or as assigned by supervisor.
• Makes changes in schedule as directed by supervisor in a timely manner.
• Assist in scheduling approach through Just In Time scheduling.
• Support clinic access and flow through Open Access model for intake assessments to make sure clients are seen on the day they show for intake (as able).
• iRequest a copy of each client's insurance card and scan appropriately for each face to face appointment.
• Will complete client benefits paperwork for Family Treatment Services and Great Starts clients as needed. Will ensure that each document is completed correctly and charts are updated within 24 hours of intake.

2. Manage all phone calls and messages for nurses, clinicians, and staff psychiatrists/APNs. Manage all phone calls for prospective clients of Family Treatment and Great Starts and keep an accurate log of all phone activities.

• Answer all phone calls from 8AM to 5 PM (or as assigned) Monday- Friday.
• Correctly scribe and direct all messages to the necessary staff or extension 9 out of 10 times.
• Triage priority of all calls throughout the day.

3. Primary General Responsibility

• Administrative assistant will accurately complete work 9/10 times each day of the work week.
• Administrative assistant will participate in a 90-day evaluation.
• Administrative assistant will participate in an annual evaluation.

COMPENSATION:

• Starting salary for this position is approximately $16.35 /hr based on relevant experience and education.

Schedule:

• An essential job function is a reliable, predictable 40 hour per week job, on sites, with regular attendance.

Travel:

• Position requires travel between McNabb locations.
• This position requires utilizing a personal dependable vehicle to conduct Center business.
• Maintaining a dependable vehicle and certified driver status is a condition of employment.

Equipment/Technical Competency:

• Computer competency required.
• Competency in Microsoft Office, EMR, and phone systems required.
• Ability to learn and retain training on faxing, and following policies and procedures for medical documentation/PHI.

Equipment/Technology:

• This position requires the use of center computers, phones, fax machines, and email.
• Competency in these areas is a requirement of the position.

QUALIFICATIONS - C&Y IST Administrative Assistant

Experience / Knowledge:

• Previous experience working face to face with individuals in an office/clinic setting.

Education / License:

• High School diploma or equivalent degree with experience in the area of reception, administrative duties, scheduling responsibilities.

Physical/Emotional/Social - Skills/Abilities:

• HWC/CPR required.
• Must be able to hear loud and soft tones.
• Must have mental ability to exercise sound judgment under pressure.
• Must be able to lift up to 50 lbs.
• Pushing/pulling up to 150 lbs.
• Frequent sitting, standing, walking, bending, stooping, and reaching.
• This position requires training and certification in and the ability to adequately implement a variety of verbal de-escalation methods and personal/client safety techniques.

Location:

• Knox County, Tennessee

Apply today to work where we care about you as an employee and where your hard work makes a difference!

Helen Ross McNabb Center is an Equal Opportunity Employer. The Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment.

Helen Ross McNabb Center conducts background checks, driver's license record, degree verification, and drug screens at hire. Employment is contingent upon clean drug screen, background check, and driving record. Additionally, certain programs are subject to TB Screening and/or testing. Bilingual applicants are encouraged to apply.