Call Center Associate

Clinic Call Center Associate

The Call Center Associate is responsible for ensuring a positive and effective experience for every patient who has telephone contact with Brighter Beginnings. They answer calls in a timely manner and identify and address patients' needs. This requires exceptional critical thinking, customer service, organizational, and time management skills. Duties include, but are not limited to, receiving incoming calls, answering patients' questions, sending patients' messages to their medical providers, and all aspects of appointment scheduling. The Call Center Associate is expected to meet specific performance targets related to caller wait times, call handling time, high-quality customer service, and quality of telephone encounters created.

Qualifications:

Required Qualifications:

• High School Diploma or GED
• Experience and/or interest in health care
• Bilingual in Spanish/English
• Excellent patient/customer service, verbal and written communication, and follow-through skills
• Ability to work independently and to use good judgment.
• Ability to work effectively and harmoniously with co-workers.
• Strong computer skills.

Preferred Qualifications:

• Certificate or AA college coursework related to health care.
• 1 year of related work experience in a health care or customer service field.
• Multi-line phone experience
• Experience scheduling appointments and checking insurances.
• Previous experience in a primary care healthcare setting, with knowledge of healthcare terminology, procedures, and practices.
• Experience working on computers and knowledge of Google software products.

Responsibilities:

Schedules patient appointments appropriately according to scheduling and payor protocols

Gathers information and relates that information efficiently and effectively to appropriate departments

Monitors provider schedules to identify errors or opportunities for improved schedule efficiencies

Acts as a patient liaison with other departments

Attends to requests and actions from other departments in a timely and professional way

Monitors and responds to department voicemail, patient portal messages, and after-hours messages

Get patient records from hospitals or other referral sources when scheduling appointments.

Refer patients to Octavia triage nurses as indicated by patient need.

When taking referrals for appointments from outside sources, to have referral sources, ensure that records for appointments are available.

Stays up to date on organizational changes as it relates to core responsibilities

Seeks and supports changes in department workflow processes, suggests improvements, and participates in organized efforts to improve service levels

Uses EHR system efficiently and effectively

Maintains patient confidentiality as required by HIPAA in all daily work

Call patients when due for a visit. and schedule appointments

Other tasks as assigned.

Customer Service

Provides patient-centered customer service at all times

Demonstrates the ability to anticipate patients' needs and deliver services and respond to patients in a timely, accurate, courteous, respectful and friendly manner

Demonstrates ownership, initiative, attention to detail, and follow-through

Approaches problem-solving by focusing on patients first

Advocates for care that best serves the patient

Addresses customer complaints/problems in a timely manner

Communication Skills

Oral and written communication is clear, concise, accurate, positive, and respectful

Demonstrates comprehension of oral and written questions, instructions, and information rapidly, thoroughly, and accurately

Response to oral and written questions, instructions, and information is timely and appropriate

Written communication is well-organized, legible, concise, neat, and in proper grammatical form

Checks work-related email and mailbox on a daily basis

Teamwork and Interpersonal Skills

Dealings with others are characterized by fairness, courtesy, diplomacy, honesty, firmness, empathy and confidence

Effective in offering support and assistance to others, in obtaining information from others, and in supplying information to others

Demonstrates a positive attitude, flexibility, and ability to develop effective relationships by helping others accomplish tasks and using collaboration and conflict resolution skills

Judgment and Problem Solving

Uses critical thinking and common sense to analyze situations, make timely and valid decisions, and take appropriate actions

Demonstrates good judgment in making decisions

Resolves issues independently and only seeks assistance as needed

Reliability

Completes assigned duties & responsibilities in an accurate, timely and efficient manner

Arrives to work on time and maintains consistent attendance

Follows instructions and appropriate procedures

Maintains patient confidentiality as required by HIPAA

Behavioral Health Responsibilities

The Call Center Associate will be trained to be backup personnel for the Behavioral Health tasks below:

Review ACCESS LINE referrals on ccLink. Create patient charts as needed, run insurance enrollment, and schedule intakes with BH providers.

Support 4 BH provider schedules; Fill BH appointment slots on a daily basis

Daily confirmation of patient appointments.

Keep track of patients willing to have last-minute sessions (telehealth) and fill any last-minute cancellation slots.

Review BH caseload for all 4 providers to ensure patients are staying on the calendar or closed out.

Send close-out letters to patients as needed.

Follow up on ROI requests for BH patients.

Review PHQ-9 and GAD7 referrals to ensure BH intake and follow-up.

Ensure measurements (GAD7, PHQ9, PRAPARE, CAGE-AID, Columbia) are documented in patient charts (using SMART FORM).

Ensure consents and custody for minors are documented in the patient chart.

Review BH referrals for a higher level of care and/or psychiatry. Work with the referrals team to ensure the patient is being connected with services.

Review BH referrals for insurance support with the insurance team to ensure issues are resolved, and the patient is scheduled for BH sessions as needed.

CARES 2.0 patients: ensure patients are informed their insurance only covers twice per month, and otherwise schedule with the insurance team to establish self-pay.

Review BH referrals for case management and provide light case management, as well as refer any patients who qualify for the BB ECM program.

Create/Send Google invites for BH Sessions (for all BH providers except Lila)

Support in collateral contacts to outside providers

Support with updating Excel and eCW tracking of BH services

Other tasks as assigned.

Supervisory Responsibilities

No supervisory responsibilities.

Special ADA Requirements

Brighter Beginnings is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodations when necessary.

• For the purposes of ADA, the "Responsibilities" and "Qualifications" are essential job functions.
• Work is normally performed in a typical interior/office work environment, with typical office noise and other disruptions.
• Limited physical effort is required.
• Both standing and sitting are required, with most of the job time spent sitting. Approximately three-quarters of the time is spent using a computer keyboard.
• Various types of equipment/supplies are used to accomplish the job requirements and include, but are not limited to, pens, pencils, calculators, computer keyboards, telephones, printers, etc.
• Required to drive to other work sites for meetings, conferences, etc.

Brighter Beginnings is an Equal Opportunity Employer committed to diversity and inclusion. At Brighter Beginnings, employment decisions are made regardless of sex, gender identity or expression, sexual orientation, race, ethnic origin, color, creed, religion, national origin, citizenship, age, marital status, physical or mental disability, genetic information or ancestry, protected Veteran or military status, or other characteristics protected by law.

If you require alternative methods of application or screening, you must approach the employer directly.