Psychiatry Receptionist

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Department: Administrative Job Status: Full-time

FLSA Status: Non-Exempt Reports to: Administrative Support Manager

Amount of Travel: Minimal

Positions Supervised: None Work Schedule: Monday-Friday

Position Summary: The Receptionist will be responsible for professionally operating front office areas. They will act as the agency's front door, handling a multi-line telephone/paging system, obtaining required documentation, directing clients and visitors to the appropriate staff, and scheduling appointments. This position also functions as an Administrative Support Team (AST) member, assisting in all areas as required. Effective, quality customer service, both internally and externally, is paramount to the success of Family Service & Guidance Center.

ESSENTIAL FUNCTIONS

• Open/Close building and front office area for business.
• Serve as backup for Administrative Specialist - Operator when needed
• Schedule Zoom appointments as needed
• Check in persons served and legal guardians for appointments, updating demographics and insurance information, as well as any other required updated information.
• Monitor warnings/alerts in the EHR system and collect required documentation.
• Request payment due for services, document, and maintain cash box.
• Organize and maintain any needed files.
• Schedule, change, or cancel appointments as needed, utilizing efficient and accurate documentation.
• Maintain psychosocial group rosters, if assigned.
• Mailings or other support services, as requested
• Process returned mail, utilizing Credible when required
• Keep Mailroom organized, cleaned, and supplied appropriately with office supplies on a regular, consistent basis.
• Keep Reception area organized, cleaned, and sanitized on a daily basis.
• Maintain appropriate and respectful channels of communication with agency staff, per agency policies and procedures.
• Perform other duties as assigned by the Administrative Support Team Manager or Chief Operating Office (COO).
• Comply with Family Service & Guidance Center policies and procedures; take appropriate action to correct any obvious unsafe conditions.

POSITION QUALIFICATIONS

• High School graduate or GED equivalency.
• One year related administrative experience
• Must successfully pass the KBI, DCF Central Registry and all other background investigations.
• A valid driver's license, a good driving record, current auto insurance and reliable transportation may be required.

KNOWLEDGE/SKILLS/ABILITIES:

• Detail-oriented
• Customer service skills (internal and external)
• Time Management
• Communication skills
• Data Entry
• Communication (verbal and written)
• Organizational skills
• Problem-solving
• Computer literacy
• Scheduling

• Team oriented and ability to get along with others
• Excellent listening skills
• Accountability
• Reliability
• Trust/Integrity
• Demonstrates adaptability/flexibility
• Proficiency in MS Office Suite with ability to learn other software programs as necessary including Electronic Medical Record (EMR)
• Relationship building
• Ability to be collaborative
• Open to learning and accepting feedback
• Ability to maintain appropriate boundaries and confidentiality
• Strengths-based
• Community-based
• Culturally respectful

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day)

Physical Demands Lift/Carry

Stand (O) 10 lbs. or less

Walk (O) 11 - 20 lbs.

Sit (F) 21 - 50 lbs.

Manually Manipulate (O) 51 - 100 lbs.

Reach Outward (O) Over 100 lbs.

Reach Above Shoulder (O)

Climb (N) Push/Pull

Crawl (N) 12 lbs. or less

Squat or Kneel (O) 26- 40 lbs.

Bend (O) 41 - 100 lbs.

WORK ENVIRONMENT

• Minimal risk of exposure to aggressive and/or acting out (verbal and physical) children and youth.
• Position requires long periods of sitting, continual use of the keyboard and personal computer and/or speaking on the telephone.
• Ability to perform duties as required in a fast-paced office environment

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.