Job Description

Immaculate Heart of Mary Counseling Center (IHMCC) is seeking a mission driven Clinical Administrative Assistant as a first point of contact to all incoming clients, visitors, and vendors of IHMCC. This role collaborates closely with administrative leadership to ensure compliance and efficiency within all clinic operations. Position Summary: The Clinical Administrative Assistant (CAA) is responsible for being the first point of contact to all incoming clients, visitors, and vendors of IHMCC. This position will assist clinicians in maintaining and organizing client appointments, documentation, and office resources. The CAA will work closely with the Director of Clinical Services to ensure compliance and efficiency within all clinic operations. Essential Job Function: Office

• Serve as the first point of contact to all incoming clients, visitors, and vendors
• Maintain an updated inventory of all office supplies and submit purchase requests as needed
• Work in collaboration with the Director of Clinical Services to promote a positive work environment
• Assist clinicians with office task requests
• Respond to general questions from clients and members of the community
• Maintain open communication with the Director of Clinical Services on the status of office tasks and responsibilities

• Assist in initiating process for request for services, manage intake paperwork, track, review and process new intakes
• Manage client communication via phone, email and the client portal
• Facilitate communication between clinicians and clients to ensure understanding of appointment times and other service-related arrangements
• Orient new clients to the clinic's policies and procedures
• Maintain confidentiality of client and agency information as required by HIPAA law, clinic policies and other governing regulations

• Assist in facilitating all front office tasks; including but not limited to: client payments, mail processing, form updates, etc.
• Assist in maintaining the integrity of all past and current client files
• Assist in overseeing service provision including front end billing support, monitoring of client ledgers, and assisting as necessary with third-party billing to help ensure timely billing/reconciliation/payment
• Retain an updated list of all community resources and referrals
• Provide administrative support to the Director of Clinical Services and Director of Internship and Training Formation as requested
• Assist the Director of Clinical Services with the maintenance of all office policies and procedures
• Support, promote and adhere to the agency's mission, vision, core values and Code of Ethics
• Uphold professional standards in relation to attendance and personal presentation in the workplace
• Represent, communicate, and integrate authentic Catholic teaching in the presentation of IHMCC's mission

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