Receptionist (On-Call)

Level Entry

Position Type Part Time

Job Shift Any

Education Level High School

Category Entry Level

Description

POSITION SUMMARY:

The Receptionist (On Call) handles a variety of general office duties where customer service and clerical duties are a substantial part of the job. This individual reports directly to the Administrative Support Supervisor.

EDUCATION AND EXPERIENCE:

• A minimum of either a High School Diploma or equivalent is required.

• A Minimum of one year’s previous office experience required.

• Experience with Community Mental Health (CMH) preferred.

• Experience with electronic health records (EHR) preferred.

DUTIES AND RESPONSIBILITIES:

• Greets all visitors, team members and families with a warm and welcoming demeanor.

• Answers phones, answers questions and/or routes to appropriate team members. Accurately take messages and pass them on to applicable staff in a timely manner.

• Request and accept payments (i.e., copays, and deductibles) from consumers and provide receipts for payments. Refer consumers to billing for payment arrangements when applicable. Processes all money received from clients or in the mail with cash reconciliation process. Forwards to supervisor upon completion

• Administers, monitors, and collects Quality Assurance Surveys.

• Conducts customer service portion of the Intake with consumers in a thorough, customer service oriented and accurate manner.

• Performs tasks specific to opening all new clients within 24 hours of intake.

• Schedules consumers with doctor when pro per paperwork is obtained and confirms all doctors’ appointments the business day prior to the appointment.

• Maintains waitlists for psychiatric appointment cancellations and notifies clients when an appointment is available.

• Schedules consumers for Outpatient Therapists, documents all attempts made as well as scheduling notes.

• Coordinates and communicates daily or as needed with clinicians to problem solve and manage client requests with special circumstances.

• Work collaboratively with outpatient therapists and other team members to ensure clients have everything they need to be able to receive the services as well as sending out any correspondence to and related to clients.

• Uploads materials in case records in a timely and accurate manner.

• Opens and date stamps mail and distributes to appropriate staff.

• Check consumers in, update client address, phone number, pharmacy, and other demographic information in the EHR.

• Type’s correspondence or other reports from written drafts in an accurate and professional manner.

• Performs Data Entry.

• Facilitate the records request/release process for behavior health.

• Cooperate in any investigation related to personnel, licensing, accreditation, or other circumstances as directed.

• Assists in finding and directing clients in case of an emergency such as a fire or tornado.

• Attends all agency, departmental meetings, and trainings as required.

• Provides new employees the opportunity to observe them perform their role so that the new employee can gain an idea of the skills needed, processes to be followed and other on the job requirements.

• Performs other reasonably related duties as assigned by immediate supervisor and other management, including but not limited to providing coverage at other locations, as needed and/or being mandated to stay over in the event of call offs.

COMPETENCIES AND ABILITIES:

• Must have excellent interpersonal skills – a pleasant, professional, service-oriented telephone and reception manner.

• Knowledge of HIPAA and other laws related to Release of Information

• Ability to accurately enter data into agency electronic health record, as well as applicable external databases as needed.

• Must possess strong problem solving and critical thinking skills.

• Ability to work cooperatively and responsibly as a member of a team with colleagues, supervisors, agency staff and collateral contacts.

• Ability to plan and organize time effectively; attention to detail.

• Ability to adjust effectively to work within new work structures, processes, or requirements.

• Ability to manage multiple priorities, function independently and demonstrate good follow through.

• Must be resourceful, flexible, and adaptable with regards to daily scheduling. You may be asked to provide coverage at another location, and it is expected that staff will rotate and/or provide coverage for Saturday shifts among the team.

• Ability to communicate effectively both orally and in writing.

• Ability to give and receive constructive feedback.

• Ability to use standard office equipment. Must be computer literate and working knowledge of Microsoft Office Suite required.

• Ability and desire to seek personal and professional growth and skill development.

• Must have a commitment to the welfare of the children and families the program serves and to the delivery of quality services.

LICENSING AND OTHER REQUIREMENTS:

• Valid driver’s license and / or reliable transportation.

Starfish Family Services is an Equal Opportunity Employer

EOE/M/F/D/V