Front Office Coordinator

Job Description

Job Description

Description:

Job Summary:

This position will open and close the practice, ensure the front office space is welcoming to patients, filter communications throughout the entire practice and/or escalate throughout the organization, and ensure that the needs of our patients and clinicians are met on a day-to-day basis.

To be successful in this role, you should have excellent communication and organizational skills and the ability to prioritize tasks and meet deadlines.

Supervisory Responsibilities:

· None

Duties/Responsibilities:

· Answer and triage phone calls, maintaining outstanding customer service

· Check patients in and out for their appointments.

· Distribute incoming mail to the appropriate person or department

· Process medical record requests and scan and file documentation to the EHR as needed.

· Utilize company procedure for filing and storing records as required by HIPAA and state regulations.

· Address patient questions and needs (via email, phone, or in-person), escalating to the appropriate point of contact as needed.

· Report needed supplies to the Practice Manager

· Perform ongoing scheduling for established clients to maintain clinician schedules, ensuring that KPIs are met for this function.

· Receive incoming referral or new patient inquiry information and initiate intake processes within 48 hours of receipt

· Submit insurance information to billing to ensure benefits coverage is checked and documented appropriately and in advance of all appointments

· Obtain any relevant forms, records, and client history from clients in advance of appointments

· Schedule patient for intake appointment based on provider availability and patient preferences.

· As applicable, manage patient waitlists to ensure that any canceled or open appointment times are scheduled; accordingly, strive to backfill any appointments that are canceled and/or no-shows

· Maintain an up-to-date list of area providers that can be used for referring patients out as applicable

· Ensure the office is well-maintained, organized, and secure.

Required Skills/Abilities:

· Ability to report to work on a consistent and punctual basis

· Familiarity with office equipment such as computers, printers, phones

· Time-management skills and the ability to prioritize tasks

· Strong verbal and written communication skills

· Ability to welcome all guests in a positive, patient, and helpful manner

· Professional appearance and courteous manner

· Willingness to learn and be proficient with systems and procedures. Must develop expertise in Microsoft 365, Office, Teams, and Valant to be successful.

· Ability to be resourceful and proactive when issues arise

Education and Experience:

· Experience working in an outpatient office environment a plus

· Experience in mental/behavioral health preferred

· Minimum of 2 years of experience as a front office admin, intake coordinator, or similar position

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer

· Must be able to lift up to 50 pounds at times