Outpatient Clinic Administrative Assistant

Job Description

Clinic Administrative Assistant | Vinfen

The Tone:
This is an administrative assistant position at Vinfen, a nonprofit health and human services organization operating throughout Massachusetts and Connecticut. Vinfen is a leading provider of community-based services for individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges, with 3,500 dedicated employees across over 550 sites. This role is crucial for managing the daily front desk operations of an outpatient clinic, ensuring high-quality customer service, and providing essential administrative and clinical/medical support to clients and staff.

The TL;DR
• Role: Clinic Administrative Assistant
• Location: In-person, Massachusetts/Connecticut
• Pay: $23.58 hourly
• Team: Reports to Office Manager (if applicable) and supports clinical staff.
• Mission: Manages daily front desk operations and provides administrative and clinical/medical support to ensure high quality customer service for clinic clients.

What You’ll Actually Do
• Manage Front Desk Operations: Oversee daily front desk activities, including greeting and directing visitors, answering and directing calls, and handling initial client queries.
• Support Client Services: Facilitate client check-in/out, collect and track co-pays, schedule and coordinate appointments, and assist clients with initial paperwork and referrals.
• Maintain Client Records: Update and maintain accurate client records in designated systems, assist with insurance verification, and process record requests.
• Provide Administrative Support: Coordinate office communications, compose and distribute correspondence, manage files and databases, and prepare documents and reports.
• Liaise and Collaborate: Serve as a liaison between clients and clinicians/prescribers, assist with medication refill requests, lab orders, and other prescriber-directed tasks.

The Must-Haves
• Background: High school diploma or equivalent is required; Bachelor’s degree preferred. Core domain knowledge in a medical office setting is essential.
• Experience: A minimum of three years of administrative, clerical, or secretarial experience in a medical office setting.
• Skills: Excellent organizational and multitasking abilities, customer-oriented communication skills, proficiency in general computer applications and office equipment, ability to maintain confidentiality, and strong interpersonal skills. Required certifications include CPR, First Aid, and CPSS.
• Bonus: Bilingual English/Spanish speaking highly preferred. Knowledge of medical terminology and healthcare operations preferred.