Front Office Coordinator- In Office

Job Description

Job Description

Front Office Coordinator-In Office

Quadrant Health Group provides effective, evidence-based addiction treatment that leads to long-term recovery. 

We are looking for a Front Office Coordinator in Johnston, IA

Compensation: $50k-$55k (Based on experience) Full-time

Why Join Quadrant Health Group?

• Competitive salary commensurate with experience.

• Comprehensive benefits package, including medical, dental, and vision insurance.

• Paid time off, sick time and holidays.

• Opportunities for professional development and growth.

• A supportive and collaborative work environment.

• A chance to make a meaningful impact on the lives of our clients.

The Front Office Coordinator serves as the face of  Des Moines Wellness Center , providing front desk reception, administrative support, and office coordination for the organization. This position is responsible for greeting clients and visitors, managing high-volume phone lines, scheduling appointments, processing payments, maintaining records, and supporting daily office operations while ensuring a welcoming, trauma-informed experience for all individuals served.

The Front Office Coordinator supports efficient clinic operations while maintaining compliance with the  Iowa Administrative Code (IAC), The Joint Commission (TJC) Behavioral Health Care and Human Services standards, HIPAA, and 42 CFR Part 2 confidentiality requirements .

Qualifications

• High school diploma or equivalent required; additional coursework or a degree in office administration or a related field preferred.
• Minimum of two years of administrative, front desk, or customer service experience required; experience in a healthcare, behavioral health, or social services setting preferred.
• Experience with appointment scheduling, data entry, records management, and payment processing preferred.
• Proficiency in Microsoft Office required; experience with electronic health record (EHR) systems preferred.

Licensure and Certification

• No specific clinical licensure is required for this administrative role.
• CPR/BLS certification preferred.

Knowledge, Skills, and Abilities

• Knowledge of the HIPAA Privacy Rule and 42 CFR Part 2 confidentiality requirements, including restrictions on the disclosure of substance use disorder treatment records.
• Ability to operate multi-line phone systems, route calls appropriately, and take accurate messages.
• Strong data-entry skills, with the ability to accurately enter and retrieve client information in the EHR.
• Understanding of trauma-informed care principles as they apply to reception and the initial client-contact experience.
• Knowledge of payment processing, receipts, and basic recordkeeping procedures.
• Strong organizational skills, with the ability to manage multiple tasks, walk-ins, phone lines, and scheduling demands simultaneously.
• Excellent verbal and written communication skills, with a professional and compassionate demeanor.
• Ability to remain composed and respond appropriately when interacting with individuals experiencing a crisis or distress.
• Cultural competence and sensitivity when working with diverse populations.

Scope of Practice

The Front Office Coordinator performs administrative and clerical functions only. This position does not provide clinical services, conduct clinical assessments, establish clinical diagnoses, or make level-of-care determinations.

The Front Office Coordinator does not make clinical decisions regarding treatment appropriateness, admission, or discharge. All clinical questions, screening concerns, and clinical decisions must be referred to the Clinical Director or designated clinical staff for resolution.

Primary Responsibilities

• Serve as the first point of contact at the front desk by greeting clients, family members, and visitors in a timely, professional, and trauma-informed manner.
• Answer, screen, and direct high-volume phone calls professionally and take and relay accurate messages.
• Schedule and confirm client appointments and maintain office and provider calendars.
• Check clients in and out for appointments and coordinate client flow with clinical and intake staff.
• Collect and process client payments, issue receipts, and maintain accurate payment records.
• Enter and update client demographic, insurance, and contact information in the EHR accurately and within established timeframes.
• Scan, fax, file, and organize confidential documents in accordance with records-management policies.
• Receive, sort, and distribute incoming mail and deliveries and prepare outgoing correspondence.
• Monitor front-office and reception supplies and report needs to the Chief Executive Officer or designee.
• Maintain a welcoming, clean, and client-friendly reception area in accordance with trauma-informed environment principles.
• Support the intake process by preparing intake documentation packets and assisting clients with paperwork as assigned.
• Maintain visitor logs and follow facility safety and security procedures for the front entrance.
• Ensure that all front-office processes comply with HIPAA, 42 CFR Part 2, and organizational confidentiality policies.
• Participate in training, staff meetings, and performance-improvement activities as required.

Supervision

The Front Office Coordinator reports directly to the  Chief Executive Officer . Supervision includes regular one-on-one meetings conducted at least biweekly, annual performance evaluations, and day-to-day operational oversight.

The Chief Executive Officer provides guidance regarding administrative processes, scheduling workflows, and operational compliance. The Front Office Coordinator may receive additional direction from the Director of Operations regarding daily office workflows and from the Clinical Director regarding client-facing workflows and documentation requirements.

Physical Requirements and Working Conditions

• Ability to sit for extended periods while performing desk-based and telephone work.
• Ability to use standard office equipment, including computers, multi-line telephones, printers, and scanners.
• Ability to greet and interact with clients and visitors professionally.
• Ability to occasionally lift and carry up to 20 pounds, including files, office supplies, and intake packets.
• Work is performed primarily in a front-office or reception environment with standard heating, cooling, and lighting.
• May be required to adjust the work schedule to accommodate office coverage or other organizational needs.

Schedule: Full-Time- 8-hour shift, Monday through Friday, 9:00am-5:00pm in-person role.

About Quadrant Health Group:

At Quadrant Health Group, we believe in fostering a culture of compassion, innovation, and excellence. We are dedicated to empowering individuals to achieve their optimal health and well-being. Our team is comprised of highly skilled professionals who are passionate about making a difference in the lives of those we serve. Join us and be part of a team that values your contributions and supports your professional growth.

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