Front Office Associate

Client Experience Coordinator

Responsible for ensuring an excellent client experience by performing a variety of administrative duties that support the client, clinical, billing, and management team.

Responsibilities:

• Ensure excellent client experience through consistent execution of business processes.
• Open and close practice facilities
• Check-in and out in-person clients
• Collect copays for in-person and virtual clients
• Schedule client appointments
• Updating and maintaining client information in PM software
• Log non-client visitors and report to management
• Answer phones with professionalism and courtesy
• Welcome visitors and clients to the practice
• Process clinician requests
• Be knowledgeable of the clinician's schedule preferences and restrictions
• Be knowledgeable of client needs and potential scheduling opportunities
• Process requests for medical records, subpoenas, letters, and any other requested materials following HIPAA standards approved by the supervisor
• Send faxes to clients or care team when appropriate
• Receive and process incoming faxes
• Contact, survey, and track clients who have discontinued services
• Coordinating with the billing department
• Receive client complaints, resolve them, or direct to the supervisor
• Create charts for new clients
• Process all new client intakes with strong attention to detail
• Provide client transfers for exiting therapists
• Track referrals & provide list to management
• Respond to client inquiry emails as they occur
• Monitors and maintains office supplies lists
• Maintain and update office appearance to meet standards as determined by management
• Maintain a clean and professional workspace
• Perform secondary tasks including but not limited to insurance verification, client form verification, administration of additional client programs, billing support, etc.
• Other duties and projects assigned by management.

Minimum Requirements:

Candidates should have a minimum of 1-year experience in a similar role and must possess significant knowledge and abilities to successfully perform the responsibilities listed.

Bilingual and relevant education and/or training will be considered a plus.

Preferred Requirements:

• Advanced MD EMR software
• Proficient with Microsoft Office and Teams

IMO is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.