Clinical Office Assistant

Description

Position Summary

The Clinical Office Assistant provides both administrative and clinical-support functions to ensure the smooth operation of the Clinical Department.

This role supports the Clinical Manager and Clinical Coordinator by assisting with appointment scheduling and general office operations.

This role ensures efficient administrative workflow, accurate documentation, and timely communication across departments.

The ideal candidate is organized, compassionate, and experienced in working with individuals with intellectual and developmental disabilities (IDD).

They play a key role in maintaining a welcoming, person-centered environment for individuals served, families, and staff.

Key Responsibilities


* Perform general office duties including filing, scanning, sorting, and organizing paperwork.


* Handle confidential medical and personal documents in accordance with HIPAA and organizational policies.


* Answer and route phone calls, take messages, and provide courteous assistance to staff, families, and external providers.


* Assist with Therap data entry and tracking (or other electronic health record systems used by the organization).


* Maintain office supply inventory; ensure forms, materials, and equipment are stocked and functional.


* Support the preparation of reports, logs, and departmental documentation.


* Assist with organizing departmental records, binders, and compliance materials.


* Provide general administrative support to the Clinical Manager and Clinical Coordinator as assigned.

Requirements



* High school diploma or equivalent.


* Valid driver's license with acceptable driving record.


* Ability to maintain confidentiality and handle sensitive information appropriately.


* Strong organizational and time-management skills.


* Professional communication skills, both written and verbal.


* Basic computer proficiency (email, data entry, electronic record systems).


* Experience in a healthcare, social services, or clinical office setting.


* Familiarity with medical terminology.


* Experience with Therap or similar documentation systems.

Skills & Competencies


* Attention to detail - ensures accuracy in documentation and scheduling.


* Professionalism - maintains appropriate boundaries and confidentiality.


* Reliability - dependable in transportation, scheduling, and follow-through.


* Team collaboration - works effectively with clinical leadership and interdisciplinary teams.


* Adaptability - able to manage shifting priorities in a fast-paced environment.


* Customer service mindset - provides respectful, supportive interactions with individuals served and external providers.

Working Conditions


* Frequent standing, walking, hand dexterity, reaching with hands and arms, climbing or balancing, stooping, kneeling, crouching, crawling, and speaking and listening.


* Vision abilities required include clos...