Front Desk Administrative Coordinator

Responsibilities 1. Patient Services & Front Desk Operations Greet all clients and visitors professionally and maintain a welcoming environment Manage daily check-in and check-out processes Ensure confidentiality and HIPAA compliance at all times Maintain cleanliness and organization of the front desk area 2. Intake & Scheduling Complete new client intakes accurately and in a timely manner Schedule appointments for PRP, OMHC, and SUD services (PHP, IOP, OP) Manage appointment changes, cancellations, and follow-ups Issue appointment reminders and slips 3. Phone & Communication Answer and route incoming calls appropriately Take accurate messages and ensure timely communication Serve as a liaison between clients, clinicians, and external agencies. 4. Insurance & Authorization Support Verify client eligibility prior to services Track and follow up on service authorizations Contact Carelon Behavioral Health to: Close out open authorizations Follow up on pending cases Document all calls, reference numbers, and outcomes 5. Clinical Documentation & Binder Management Ensure all clinical binders are complete and audit-ready Maintain SUD blue folders with required documentation Confirm presence of: Intake documents Consent forms Treatment plans Authorization records Report missing or incomplete documentation to management 6. PRP Coordination Identify due/overdue treatment plans Print treatment plans and submit to manager for review Follow up with staff regarding completion as directed 7. Telehealth Support Assist clinicians with telehealth setup Ensure links and documentation are prepared Troubleshoot minor technical issues 8. Supplies & Food Coordination Maintain inventory of office supplies, snacks, and beverages Assist with serving lunch to clients Monday through Thursday and ensure food/snacks are distributed appropriately Notify management of low inventory 9. Forms & Administrative Support Print and maintain stock of all required forms, including: Intake packets SUD leave slips Appointment slips Grievance forms Ensure forms are always accessible and organized 10. SUD Specimen Collection Collect specimens for all clients receiving services in the SUD Department Follow agency procedures for client identification, specimen labeling, documentation, confidentiality, and chain of custody Maintain professionalism, privacy, and infection-control precautions throughout the collection process Immediately report refused, missed, invalid, or concerning specimen collections to the appropriate SUD staff member or manager 11. OMHC Billing Support Update the OMHC spreadsheet with all new clients who receive OMHC services Enter client information accurately and promptly to support the billing team Review entries for completeness and report missing or conflicting information to management or the billing team Maintain HIPAA compliance and protect confidential client and billing information at all times 
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