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Richmond Community Services, a leading provider of support services for Westchester County's developmentally, intellectually, and behaviorally challenged individuals is seeking a Clinical Administrative Assistant to support our clinical team in Yonkers, NY.

Summary:

Under the supervision of the Nursing Coordinator, acts as a liaison to arrange all external facility medical appointments for individuals residing at the 919 North Broadway residence as well as In-House Podiatry, Dental and Eye Clinics. Prepares and disseminates Consent Packages and tracks receipt status. Performs a variety of secretarial/clerical and reception/switchboard duties, as assigned. Maintains up to date documentation of all Medical Records.

The Clinical Administrative Assistant demonstrates knowledge of Richmond’s quality mission, vision, and values. In addition, this position actively participates in quality improvement projects (i.e. communicating issues, offering suggestions) to ensure ongoing excellence of services, programs and staff to maximize the quality of life for individuals supported by RCS.

Job Functions:

• Responsible for the coordination of all out-of-facility appointments, as necessary, for residents of the 919 North Broadway residence, as per the Medical Appointment Procedural Guidelines. Follows up on all routine and/or special orders for specific medical appointments. Upon request, makes telephone calls to outside physicians, facilities and/or agencies to obtain/share information, coordinate services, and advocate for the individuals served.

• Prepares and/or gathers necessary documentation/information to accompany individuals to appointments, e.g., generates or obtains internal consult forms from appropriate clinicians.

• Contacts appropriate clinicians, when coordinating outside rehabilitative appointments, to ensure that appropriate instructions and/or equipment accompany the individual to the appointment.

• Communicates with outside facilities to arrange for return visits, as needed.

• Maintains a file of original Medicaid, Medicare or private insurance cards for individuals served at the 919 North Broadway residence and distributes the copies to appropriate Richmond staff and outside medical facilities/doctors.

• Coordinates necessary transportation for medical appointments with the appropriate Richmond driver(s) and/or ambulate/ambulance companies by telephone and/or in writing. Obtains Medicaid prior approval for transportation needs, as necessary.

• Provides secretarial/administrative support for the Nurse Coordinator and Nurses. This includes typing and data entry of various letters, reports, memos, etc., which may include sensitive and confidential information concerning the residents.

• Reroutes misdirected medical bills to appropriate department (internal).

• Maintains and updates Bed Hold listing for the agency and processes relevant information as per written procedures.

• Upon request, obtains copies of Emergency Room (ER)/hospitalization visit data by sending the Hospital Data Request form to the appropriate facility medical records department. Upon receipt, distributes relevant ER/hospitalization data to the appropriate staff and files in the medical record.

• Maintains medical record including filing lab reports and reports from external professionals/providers.

• Audits medical charts for missing reports and data, using audit spread sheet, and thins charts as needed.

• Assembles medical records for newly admitted individuals and performs data entry/recording of relevant data to the charts.

• Assembles and mails annual consent packets to families/guardians for all residents of 919. Records date sent out from and returned to Richmond. This includes tracking consents not returned and corresponding follow-up. Sends annual consent packets to all the families of 919 residents on or by August 30th.

• Acts as relief switchboard operator/receptionist, as assigned. Operates the switchboard to receive and respond to incoming calls and route calls to appropriate staff. Greets all visitors to the Agency and notifies appropriate staff members of the visitor’s arrival.

• Receives and verifies all hospital bills for 919 North Broadway residents.

• Notifies appropriate staff of scheduled appointments on a weekly basis, or more frequently if changes occur. This includes updating the shared appointment calendar (MS Outlook).

• Maintains resident charts. Follows up and addresses missing reports.

And other duties as necessary

Work Schedule

This is a full-time position regularly scheduled to work 35 hours per week. This position is considered to be non-exempt under the Fair Labor Standards Act.

Qualifications & Minimum Requirements

• Business/Secretarial School graduate preferred. High School Diploma/General Equivalency Diploma (GED) required.

• A minimum of one-year of relevant experience in a medical setting is highly preferred.

Salary is based on experience - $20-$22.52/hour

Richmond Community Services requires all employees to be fully vaccinated for COVID-19. Accommodations will be granted only in circumstances where they do not cause Richmond Community Services undue hardship or pose a direct threat to the health and safety of others