May Institute

  • Administrative Assistant Part-Time - West Sprinfield

    Job Location US-MA-West Springfield
    Job ID
    Regular Part-Time
  • Summary

    The May Institute is currently seeking a Part-Time Administrative Assistant 15 hours a week  to support the Western MA locations. The Administrative Assistant’s main responsibility is to electronically file clinical documentation in each client’s clinical file in a timely manner. The Administrative Assistant will work closely with the administration team to ensure all documents are scanned, named and labeled appropriately. This position requires a great deal of organization, attention to detail, the ability to differentiate clients with similar names, and ability to self-identify when to ask clarifying questions if unsure of how to proceed. This individual reports to the Office Manager and is responsible for maintaining client files and providing administrative assistance to office staff as assigned. Specific responsibilities are detailed below.


    • Takes Referrals for new clients, processes all related paperwork, checks and verifies insurance coverage. 
    • Contacts families, as needed, to update status of application and waiting list.
    • Organizes and scans all clinical documentation in the appropriate section of the clinical file adhering to programmatic filing guidelines.
    • Schedules, runs, and completes paperwork associated with semiannual fire drills.
    • Conducts monthly checks on the AED machine and enters these checks into the web portal.
    • Maintains other elements of the site’s Emergency Management Plan.
    • Completes and submits monthly safety checklist for site office.
    • Obtains referrals from pediatricians for Early Intervention children enrolled in Mass Health PCC plans.
    • Creates and maintains all Insurance based children’s’ clinical and discharge files.
    • Prepares Family Satisfaction Survey Report.
    • Provides administrative support to clinical staff as necessary. 
    • Prepares Intake and Parent Handbooks and maintains ample supply of necessary forms.
    • Assists Director with processing and submitting reimbursements such as mileage, cell phone, etc.
    • Obtains and mails medical records for Social Security Verification requests. Prints and submits payment history to accounts receivable monthly.
    • Ensures compliance of HIPPA requirements.
    • Completes all assigned tasks in an accurate and timely manner.
    • Adheres to the May Institute Policy & Procedure which protects the privacy and security of consumer health information.
    • Maintains the security of electronic media and returns media to his/her supervisor when appropriate.
    • Other special projects as required or assigned.


    • High School Diploma or GED required.
    • Two years of direct experience as an administrative assistant, office assistant, secretary or other clerical experience preferred. 
    • Proficiency in MS Office (Excel, Powerpoint, Word)
    • Strong organizational skills with the ability to multi-task. 
    • Medical Setting experience


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