Behavioral Health Unit Administrative Assistant

Performs clerical functions to the Boys Town Residential Treatment Center (RTC) during days, evenings, weekends and holidays to include answering unit phones, receiving visitors, checking in youth belongings, assisting with admission record, scanning youth medical record, maintaining youth roster, ordering supplies and various other reports to assist the program.

MAJOR RESPONSIBILITIES & DUTIES:

Customer Services:

• Answers the telephone in a prompt and courteous manner. Sets priorities for response and communicates with the appropriate personnel, assuring confidentiality.

• Receives and screens visitors as they arrive.

• Maintaining positive interactions with external and internal consumers.

• Being a resource for staff regarding Next Gen, phone and computer systems, all office equipment and maintenance orders.

Maintain Youth Belongings and Medical Record:

• Completes inventories of youth belongings upon admission and discharge.

• Builds chart at time of admission.

• Breaks down youth medical records meeting all timelines at discharge.

• Complies with all scanning policies and procedures.

Clerical Duties:

• Produces correspondence, minutes of meetings, maintains databases, produces database queries and reports, develops Excel spreadsheets for conference registrations, and creates Power Point documents for staff, database to create mailing labels from data source.

• Distributes mail and ensures all patient encounters are submitted to Medical Records for billing purposes.

• Maintains a safe and organized work environment that is conducive to an orderly and efficient workflow.

• Performs additional clerical functions and related duties as appropriate to the treatment unit assigned.

Purchase and Maintain Supplies:

• Orders identified supplies from approved vendors for the RTC items.

• Maintains and organizes all storage units and updates storage sheets on-going.

• Complies with Boys Town credit card purchasing policies. Ensures that all purchases made are not taxed and a receipt is kept for reconciling for end-of month.

• Participates in all safety, security and infection control programs that are mandatory as well as those required and provided by the department.

Teamwork:

• Provides backup coverage to the Behavioral Health Lobby Receptionist, as needed.

• Exercises good judgment in completing work duties; coordinates work to achieve maximum productivity during the assigned shift; follows-up on matters requiring additional attention and reports exceptions to the appropriate person. Responds appropriately in emergency situations.

• Establishes and maintains cooperative working relationships with co-workers to facilitate appropriate communications necessary for the delivery of quality patient care while assuring confidentiality of patient information.

• Participates in all safety, security and infection control programs that are mandatory as well as those required and provided by the department.

Professionalism:

• Displays professionalism through willingness to act as a team member including the ability to receive, implement and solicit feedback from others in a timely manner. Demonstrates effective communication with co-workers, supervisors, and consumers while taking responsibility for personal and professional development through attendance at mandatory staff meetings and training sessions. Models appropriate life skills behaviors including hygiene, grooming, dress, manners, and language.

• Complies with internal and external regulations, policies and procedures.

• Establishes and maintains an environment that encourages teamwork, collaboration, and ethical behavior.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to work well with diverse professional staff, outside medical providers, co-workers, and consumers.

• Ability to problem solve and seek assistance in the solution of problems related to position.

• Ability to work with multidisciplinary teams.

• Ability to communicate concisely, both orally and in writing.

• Ability to maintain appropriate levels of confidentiality.

• Ability to demonstrate tolerance to work under adverse conditions such as constant interruptions, inappropriate youth behaviors, and dealing with potential verbal and physical threats from youth.

• Ability to maintain accurate checking and