Receptionist - Family Counseling Center

Receptionist Position

Volunteers of America, Utah is an affiliate of a national, nonprofit, faith-based organization that has served communities across the United States for more than 125 years. Volunteers of America, Utah's mission is to provide community-supported paths for those who are vulnerable to improve their lives and increase their self-reliance. Our programs serve people experiencing challenges related to mental health, substance use, and homelessness. We encourage all who are passionate about making a difference, including individuals with lived experience, to apply.

Under the supervision of the Admissions Manager, the Receptionist performs receptionist and clerical support functions including answering phones, scheduling appointments, checking clients in, providing intake information to referral calls, collecting client fees and performing a variety of support functions for Family Counseling Center staff and clinical teams. Acts as liaison with VOAUT billing team to track and monitor co-pays, back balances, funding sources, etc.

Essential Duties

• Create a safe and welcoming environment by greeting clients and visitors while maintaining a friendly, calm presence. Direct clients/visitors to appropriate personnel. May also assist in the de-escalation of clients if a situation arises that warrants it.
• Collect client copays and record them in database. Maintain log of payments and reconcile receipt register.
• Assist billing staff in keeping accurate records of insurance coverage, copays, coinsurance, and eligibility for programs.
• Answer incoming phone calls. Provide information to clients. Perform preliminary screening and transfer calls accordingly. If applicable, refer to appropriate agencies such as ARS and/or other agencies that offer services we do not provide. Take messages as needed.
• Acclimate clients to check in, program and scheduling procedures, as well as waiting room decorum as appropriate.
• Assist clients in correctly completing needed documentation.
• Maintain knowledge of daily schedules for groups and individual appointments. Managing scheduling functions for clinical staff including booking, confirming, rescheduling and canceling appointments. Coordinate provider calendars and ensure accurate and timely data entry within scheduling system.
• Process records requests in compliance with HIPAA and 42 CFR part 2 in a timely manner
• Act as an information source to clients and therapists.
• Act as a support person for clinical teams.
• Maintain professional boundaries and client confidentiality at all times.
• Attend work as scheduled and arrive at the designated time. Work must be performed on-site due to the need to provide direct client care.

Secondary Duties

• Type general agency correspondence, reports, curriculum material, forms, and additional material as requested.
• Generate letters and forms, enter and update client information in electronic medical record, including client releases. Make copies for clinical staff.
• Track program census, retention, and productivity.
• Liaison to all clinical teams: scheduling intakes, cancelling appointments and tracking client attendance.
• Create, maintain and distribute client statements.
• Perform other functions as necessary or assigned.

Requirements

Qualifications

• Knowledge of Microsoft Office Suite
• Knowledge of multiple phone line system
• Ability to communicate effectively with staff and clients
• Ability to work well with a team
• Ability to work in an environment that at times may be stressful
• Familiarity with the population we serve and community resources is preferred
• Experience in an office setting is preferred
• Spanish language skills preferred
• Work is generally performed in an office environment, must sit for extended periods of time
• Some light lifting, no more than 25 lbs., may be required

Physical Demands

• Ability to lift and carry 25 lbs.
• Ability to move around the facility, interacting with clients for extended periods.
• Work is generally performed in an office environment. May entail using a computer for extended periods of time.

Volunteers of America, Utah