Front Desk Coordinator

RESPONSIBILITIES:

1. Front Desk Management

• Open the office no later than 7:30 am

• Check phone messages and return calls immediately.

• Schedule and confirm appointments for clients.

• Pull fee cards and all required paperwork for the following day’s appointments.

• Produce an appointment list for the therapists for the next day and throughout the day, as the schedule changes.

• Set client fees using the agency sliding fee scale and ensure all appropriate paperwork is signed by the client/legal guardian.

• Maintain an appropriate supply of program forms.

• Complete attendance for needed programs and manage reporting.

• Maintain appropriate client paperwork for all programs.

2. Client File Maintenance

• Open a client file with all the necessary materials with 95% accuracy.

• Enter client data into the computer database.

• Exhibit proficiency in the client database software package.

• Enter charges, payments, and adjustments into the database.

• Balance and process daily receipts at the end of the day.

• Post insurance payments and maintain financial data files.

• File away closed files.

• Purge all closed files annually, label them, and send them to South Data.

• Maintain all 3-month review reports

3. Program Billing

• Ability to interpret insurance and EAP contracts to explain to clients.

• Collect insurance information from clients.

• Call insurance companies to verify benefits and correct mailing addresses for claims.

• Ascertain client deductible status.

• Obtain purchase orders from appropriate agencies.

• Bill third-party payees for services rendered to all contract obligations.

• Responsible for sending out monthly statements no later than the 5th of each month with 95% accuracy.

• Maintain accurate records of all transactions ensuring that all third-party billings are filed within a week.

• Create an end-of-month processing report and submit the report to the Accounting Manager, on a determined date.

• Maintain all credentialing for agency therapists.

4. Statistical Data

• Maintain monthly counselor stats for counselors and interns.

• Maintain monthly Excel stat reports for all clients.

• Run monthly reports for binder.

• Close client data software package.

• Maintain necessary stats for PQI Manager.

5. General

• Maintain an appropriate condition of the waiting room.

• Maintain a supply of business cards.

• Take the deposit to the bank.

• Maintain group room calendar.

• Complete agency purchase ordering.

• Other duties as assigned.

The position is 35 hours per week.

The schedule is:

M 7:30 am - 5:00 pm

T 7:30 am -5:30 pm

W 7:30 am -5:30 pm

Th 7:30 am -5:00 pm

1-hour lunch break each day

Requirements

SUMMARY: The Front Desk Coordinator is responsible to the Clinical Manager for assistance with daily operational management of the Family Counseling Center program. This position is non-exempt. The incumbent of this position must have a commitment to performance and quality improvement and will agree to uphold and carry out the agency's PQI policies and procedures.

EXPERIENCE AND EDUCATION: The incumbent of this position will have a high school degree or its equivalent. The successful candidate will have at least two years of experience in a professional office setting, including front desk work, customer service, and telephone skills. In addition, the candidate will have effective verbal and written communication skills. Regular attendance and punctuality is an essential function. All records maintained by this person will meet the standard for agency accreditation. Cultural sensitivity is an integral part of this position.

SKILLS, KNOWLEDGE, and ABILITIES: Ability to tend to details, multi-task oriented, ability to complete projects on time with minimal supervision, self-motivated, able to prioritize tasks and manage them efficiently, ability to use general office equipment including computer keyboard by touch, voice mail system, copy machine and printers, must be able to work assigned shift, proficient with the use of a computer and Microsoft Office programs, must be able to maintain an effective relationship with, and among employees and clients, must be able to remain calm in hostile or difficult situations, must be able to proficiently read; write and communicate clearly in English; must be able to use hands, fingers and wrists, repetitively, using a keyboard and adding machine.

PHYSICAL REQUIREMENTS: Must be able to see clearly with or without corrective lenses and hear and speak clearly with or without aids; must be able to use hands – specifically using a computer keyboard and other office equipment; must be able to lift up to 20 lbs.; occasionally with assistance, if necessary; must be able to sit stand, walk, squat bend and reach overhead regularly and must be able to communicate and write clearly in English.

WORK CONDITIONS: Works in an indoor office environment with adequate lighting and ventilation

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403b, IRA)
• Life Insurance (Basic, Voluntary & AD&D) and Long Term Disability
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Training & Development
• Wellness Resources