Administrative Assistant

SUMMARY:

Responsible for coordinating and processing all Bradley School referrals, scheduling pre-admission evaluation meetings and admissions. Provides secretarial and administrative support services for the Program Director. Performs secretarial and clerical functions for all school program staff.
Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:

• Instill Trust and Value Differences
• Patient and Community Focus and Collaborate

RESPONSIBILITIES:

• Consistently applies the corporate values of respect, honesty and fairness and the constant pursuit of excellence in improving the health status of the people of the region through the provision of customer-friendly, geographically accessible and high-value services within the environment of a comprehensive integrated academic health system. Is responsible for knowing and acting in accordance with the principles of the Brown University Health Corporate Compliance Program and Code of Conduct.
• Responsible for receiving and processing all referrals assigned to the Bradley School. Drafts routine correspondence and memoranda regarding pre-admission interviews and admission dates.
• Coordinates and schedules all pre-admission interviews of referred patients.
• Coordinates attendance of parents, Special Education Director and appropriate Bradley School Staff.
• Coordinates pre-admission and admission activities with Education secretary for implementation of IEP's.
• Collaborates with admission representative to facilitate funding issues in relation to potential admissions to Bradley School.
• Administers pre-admission paperwork to new patients' families.
• Sets admission date and makes admission arrangements with the family and school department.
• Coordinates the admission day process.
• Meets with the family on admission day to admission day to administer and collect admission paperwork.
• Responds to inquiries regarding the Bradley School; referral process, services offered, hours of operation, daily rates, etc.
• Coordinates referrals from school department personnel for outpatients school consultations, transcribes and compiles all consultations and sends to school district.
• Enters admission data into CMHC system, assigns new record number if necessary for Bradley School students.
• Using CMHC, schedules students into Bradley School classroom, as well as outpatient appointments for Bradley School clinicians.
• Run SALS and distribute to Bradley School clinicians.
• Maintain SALS for classrooms.
• Enters completed SALS into CMHC system accurately for Bradley School clinicians and classrooms.
• Run progress notes for Bradley School outpatient appointments and distributes to clinicians.
• Enters completed progress notes into CHMC system and schedules follow-up appointments from information obtained on progress note.
• Run AGS report for Bradley School clinicians.
• Administrative/Secretarial
• Answers phone and screens calls for designated Bradley School staff.
• Provides information when within scope of responsibility and authority.
• Answer correspondence and maintains calendars for Director as requested, scheduling appointments, meetings, etc.
• Makes travel arrangements as necessary.
• Composes letters, memoranda, or contracts from verbal requests or written copy for all Bradley School staff
• Coordinates with Fiscal Department in the renewal of state and federal licenses for Director.
• Responsible for payroll for Bradley School
• .Responsible for all aspects of petty cash for the Bradley School program.
• Answers units telephone, take messages and /or routes calls to appropriate personnel.
• Provides information as able, places calls to obtain information as required.
• Keeps daily staff and patients attendance.
• Coordinates with Fiscal and Education Departments.
• Obtains and compiles information for letters and reports needed for school systems.
• Notifies Admissions Department, etc of admission information as soon as admission is schedule.
• Prepares weekly census, clinical assignments, and classroom assignments and distributes appropriately.
• Keeps IEP, CEC, Admission, Pre-admission, and D/C schedule.
• Picks up, sorts, and distributes mail for Bradley School staff.
• Arranges for photocopying to be done by Central Services,
• Maintains supplies, reordering as needed.
• Maintains high standards of confidentiality.
• Observes all hospital policies, rules, and regulations, including those pertaining to Quality Improvement, Infection Control, Safety, and Risk Management.
• Performs other related duties as required, assigned, or directed.

MINIMUM QUALIFICATIONS:

BASIC KNOWLEDGE:

High School Diploma, with additional training to acquire rapid, accurate typing skills, transcription and word processing skills.

EXPERIENCE:

Three or more year's secretarial/office experience. Knowledge of medical/psychiatric terminology helpful. At least two years experience in hospital admitting procedures.

Pay Range:

EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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Driving Required: