Clinic Assistant

  • Job Title: Clinic Assistant
  • Direct Supervisor: Administrative Services Manager
  • Compensation: $14.00 - $18.00 per hour

The Clinic Assistant plays an integral role within overall clinic. They serve as the point person for many patient and staff concerns related to scheduling, billing, and customer service. As such, they are uniquely situated to set the cultural tone of each site. The Clinic Assistant functions as a receptionist and medical assistant, and their primary role involves administrative support.

This is a full-time as assigned, non-exempt, hourly position.

Responsibilities and Duties

The Clinic Assistant will provide support in the following areas:

  • Leadership & Development
    • Collaboratively working with ASM to carry out development and strategic goals
    • Providing insight to ASM regarding process improvementServe as cultural leader within the clinic spaceIn all actions, embodying and modeling spirit of social justice and collegiality
    • Tasks as assigned in opening new clinic space (assisting in carrying out marketing plan, delivery coordination, etc.)
  • Administrative
    • Preparing new patient paperwork
    • Organizing clipboards for new patients
    • Organizing patient paperwork (e.g., copying, faxing, filing, etc.)
    • Keeping form and supply inventory and communicating needs to purchasing
    • Making general site repairs (e.g., changing light bulbs, etc.)
    • Tidying the clinic regularly (e.g., trash, dishes, etc.)
    • Monitoring vendor services (e.g., water levels, shred box, etc.)
    • Sending, receiving, and distributing correspondence as directed (e.g., mail, faxes, etc.)
    • Retrieving mail & distributing appropriately
    • Taking credit card payments and other payments
    • Providing a neat, professional first-impression to all clinic visitors
  • Patient Coordination
    • Answering general and new patient calls
    • Scheduling new and existing patients
    • Maintaining clinic schedules as requested
    • Checking clients in for their appointments
    • Handling of sensitive and confidential information
    • Collections calls to delinquent accounts
    • Offering clients refreshments
    • Scoring and filing outcomes measures with Department of Health
  • Staff Support
    • Triage clinical staff questions related to policies and procedures
    • Issue keys to new hires as directed
    • Help train incoming employees re: administrative procedure
    • Navigation of computer based scheduling system
    • Other duties as assigned by the ASM, Clinical Manager, or Chief Operating Officer
  • Patient Care (if experience and/or credentials allow)
    • Check in patients, make reminder calls, and schedule appointments
    • Assists and supports psychiatrist with patient examinations, treatments, and/or procedures including but not limited to
      • obtaining vital signs including blood pressure, height, weight, pulse, temperature checks, and urine testing if needed
      • recording patient’s medical history and other relevant data
      • Schedule interpreters for patient appointments as needed
      • Administer outcomes measures and symptom screening tools as needed
    • Initiate referrals to internal team members for psychotherapy, psychological testing, or other services
    • Coordinated patient care to allow for maximal communication between providers and patient access to needed supports
    • Works with clinic staff to create a culture of empathy, professionalism, and lifelong learning
    • Supports patient-focused care and provides patient instruction
    • Prepares examination areas and patients for examination, procedure, or treatment by psychiatrist

Minimum Requirements

  • At least 18 years of age
  • High School Diploma (required)
  • Reliable transportation
  • Basic mathematics skills
  • Excellent written and verbal communication skills
  • Self-motivated and self-starting work style
  • Ability to initiate and maintain self-organizational systems to ensure job tasks are completed as expected (e.g., calendar of tasks/responsibilities, etc.)
  • Ability to multitask
  • Trustworthiness in handling sensitive information (special preference given to candidates with HIPAA compliance knowledge and training)
  • Proficiency with Microsoft Office applications
  • Ability to sit for long periods of time
  • Ability to operate computer software for 90% of the job
  • Ability to maintain a high level of professionalism at all times
  • Proficiency in all Microsoft applications, especially Excel and Word
  • Proficiency in all Google applications
  • Positive, team-player attitude who is adaptable to change
  • Stable and successful work or school history
  • Ability to maintain interpersonal boundaries

Preferred Qualities

  • Bachelor’s Degree in Psychology, Social Work, Accounting, Finance, Leadership, or similar field
  • Certification as Medical Assistant, Nursing Assistant, or similar in order to take vital signs
  • Overt commitment to social service
  • HIPAA experience or training

Knowledge & Skills

The most suitable candidates will possess the following knowledge and competencies:

  • Medical terminology, medication terminology, & privacy practices consistent with professional standard
  • Clinical standards of practice and certification requirements
  • Principles and practices of direct client service delivery
  • Knowledge of current principles and practices for providing medical assistance services to patients
  • Applicable federal, state, and local laws, rules, and regulations
  • Office administrative practices and procedures including records management and the operation of standard office equipment
  • Computer applications related to the work including the Clinic’s Electronic Health Record


  • Fun, professional work environment
  • Paid training
  • Opportunity to learn new skills that are widely transferrable to any medical setting
  • Opportunity to work more hours as available
  • Potential for growth within the company

To Apply

To apply for this position, email your cover letter and resume to the attention of Sydny Spires, Administrative Services Manager, at Application materials will be accepted and reviewed in the order submitted, and the position is open until filled. In addition to discussing general suitability for the position, cover letters should discuss candidate’s customer service, medical assistance, and/or site management experience.  Incomplete materials will not be accepted.