Job Description

Administrative Assistant - Outpatient Clinic

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Position Overview

The Administrative Assistant supports the daily operations of the outpatient clinic by providing front-line administrative and patient support. This role is essential to creating a welcoming, organized, and efficient environment for patients, visitors, and clinical staff. The ideal candidate is detail-oriented, compassionate, and able to manage multiple priorities while maintaining a patient-centered approach.


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Schedule

Monday - Friday | 6:00 AM - 2:30 PM

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Key Responsibilities

Front Desk & Lobby Support:

Serve as the primary point of contact in the clinic lobby, greeting patients and visitors, providing assistance, and directing individuals appropriately.

Lobby Cleanliness & Organization:

Ensure the lobby and front desk areas remain clean, organized, and welcoming by tidying common spaces, wiping surfaces, disposing of trash, and maintaining a professional outpatient clinic environment throughout the day.

Appointment Scheduling:

Schedule and manage outpatient medical appointments, ensuring accurate documentation and system flags are entered for provider review.

Patient Flow Coordination:

Monitor patient wait times and communicate updates to patients, counselors, providers, and nursing staff to support efficient outpatient services.

Staff Communication:

Communicate important updates regarding AWOL patients, intakes, and clinic flow via MAT chat and internal systems.

Phone & Inquiry Management:

Answer incoming calls promptly and professionally, respond to patient inquiries, and route calls as appropriate.

Patient Support Services:

Prepare coffee daily for patients and manage ordering of coffee and lobby supplies to ensure availability.

Transportation Assistance:

Assist patients with obtaining monthly bus passes and coordinating approved Uber transportation when necessary.

Intake & MAS Support:

Schedule new outpatient intakes and assist with the Medical Appointment System (MAS) and standing orders.

Administrative Tasks:

Support ePaces documentation and distribute daily outpatient schedules for medical appointments and intakes.

Patient Verification:

Create patient identification badges, verify insurance information, and assist with lab-related questions.

Visitor & Security Compliance:

Ensure visitors follow clinic sign-in procedures with security upon arrival.

Mail Processing:

Receive, sort, and distribute incoming clinic mail.
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Qualifications

High school diploma or equivalent required; additional education in office administration or healthcare preferred Previous experience in an administrative or front desk role, preferably in an outpatient or healthcare setting Strong organizational and multitasking skills Excellent verbal and written communication skills Compassionate, patient-focused approach Proficiency in Microsoft Office Suite * Ability to work effectively in a fast-paced, team-oriented outpatient environment