Front Desk Receptionist

RESPONSIBILITIES:

1. Front Desk Management

· 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 therapist for the next day and throughout the day, as schedule changes.

· Maintain appropriate supply of program forms.

· Complete attendance for needed programs and manage reporting.

2. Client File Maintenance

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

· Enter client data into computer database.

· Exhibit proficiency in client database software package.

· Enter charges, payments and adjustments into database.

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

· Post insurance payments and maintain financial data files.

· File away closed files

3. Program Billing

· Ability to interpret insurance and EAP contracts to explain to client.

· Collect insurance information from clients.

· Call insurance company to verify benefits and correct mailing address 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 30th of each month with 95% accuracy.

· Maintain accurate records of all transactions ensuring that all third party billing are filed within a week.

4. Statistical Data

· Maintain monthly counselor stats.

· Maintain monthly excel stat reports.

· Run monthly reports

· Close client data software package.

5. General

· Maintain appropriate condition of waiting room.

· Other duties as assigned.

Requirements

EXPERIENCE AND EDUCATION: The incumbent of this position will have a high school degree or its equivalent. The successful candidate will have a minimum of two years experience in a professional office setting to include 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 in a timely manner 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.

Benefits

Retirement- agency will match employee contributions up to 5% of employee’s pay

Ø eligible to receive matching contributions after one year of employment

Ø vested after 3 years

Paid Time Off

Holidays - The following days will generally be recognized as paid holidays:

1. New Year's Day

2. Martin Luther King's Birthday

3. Mardi Gras Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Thanksgiving Day

9. Christmas Eve Day

10. Christmas Day

11. New Year's Eve Day

Other –

Ø The office is closed from Christmas Eve to New Year’s Day, at the Executive Director’s discretion.

Ø The office is closed the first week in July, at the Executive Director’s discretion.

This job is 20 hours per week. The schedule is Monday-Thursday, 12:30 pm - 5:30 pm.