Definition of Service:  

Responsible for supporting management/administrative team and clinical staff in keeping the office running smoothly so the best possible care for clients can be established.  Responsible for phone, written and computer communications, in regard to clients, vendors, agencies, support organizations, and the Clinical Staff.  Responsible for the overall running of the office.  This position involves support to the management team and clinical staff.

Reports To:  President/CEO

Duties and Responsibilities:  

• Answering incoming phone calls and distributing the messages, referrals, questions, etc. to the proper person. 
• Locating and verifying insurance information and noting in electronic health record and referral documentation.
• Processing patient payments as needed.
• Answering the door for entrance of clients into the office.
• Ensuring clinicians have adequate copies of all required chart documents as requested.
• Create referrals from incoming phone calls or walk-ins. 
  • Making sure these are complete and correct before distributing to proper mailbox.  
  • Referrals must be processed and given to therapists within 24 hours of having all necessary information, if no waiting list.  
• Answer client questions at the window.
• Responding to all correspondence (internal and external) within 24 hours (excluding holidays, weekends, and time off).
• Maintaining confidentiality of clients by putting away documents with client information away when you are away from the desk.
• Retrieving and sorting mail.
• Unpacking, organizing, and putting away delivery items (office supplies).
• Collaborating with IT company as needed.
• Mailing documents/correspondence as requested or as required by contract.
• Announcing client arrival to the proper staff via email or text message.
• Assist the clinical staff with any correspondence necessary, ex. session summaries, updates for guardians, etc.
• Invoicing missed appointments as assigned by collecting information sheets from clinicians, typing up invoices and preparing for mail.
• Ensuring waiting room and spaces accessible to clients are clean throughout the day and end of shift.
• Select clients for Monthly Chart Audits if assigned, communicate the specific charts to the clinicians, complete the audits, follow up on necessary corrections, and scanning in results.  
• Monthly checks (Scranton) to ensure no clinician has been excluded from being able to provide Medicaid, Medicare or any other Federal Program if assigned.
• Taking appointment cancellations via the telephone, as well as requests for appointments and notifying proper clinician and documenting in electronic health record.
• Scanning in new client files, updates to current client files, and updates to treatment, updated demographic information, etc. to Datto as well as Simple Practice.
• Making sure that the call log is kept up to date, daily with all essential information and actions taken regarding all calls.
• Making sure refrigerators are kept stocked daily with loose water bottles, for office convenience and making sure cases are cold. 
• Cleaning out refrigerator weekly of old/expired food and drink.
• Make sure basket is stocked with Coffee and Hot chocolate pods for the Keurig.  

• • Making sure the Keurig is full of water and kept clean.  (Descaling twice per month)

• Scheduling any extra activities, per the management team.  Ex. Carpet cleanings, water deliveries, furniture deliveries, package deliveries, food deliveries, etc.
• Keep office contracts organized and filed properly as needed if assigned.
• Reporting inventory/needed items to assigned person in office.

• • Keep supplies stocked throughout office.

• Making phone calls to insurance companies, new referrals, agencies, etc. to provide client care. 
• Keep track of weekly cleaning log.  Make sure old sheet is taken down on Monday, and new sheet dated.  Make sure there are copies prepared.  Also keep track of the IPAD logout sheet and make sure there are enough copies, and removing sheets when full.  Making sure Fax Cover sheets are stocked for convenience.
• Do all required faxing for management staff and all clinicians.
• Complete any duties required to support management staff, clinicians, and staff in office.
• Opening and or closing office depending on shift.  Ex. Turning on lights, televisions, white noise machines, making sure waiting room is tidy, locking or unlocking proper doors.
• Assist with weekly cleaning duties daily: empty garbage from all offices, dust all offices, vacuum all offices, wipe down all furniture in offices, waiting room and conference room.  Make sure all appliances are wiped down, ex. microwave, toaster oven, coffee maker, etc.  Wipe down counters in kitchen.  Wash the glass in the doorways and the sign in window with Windex.  Make sure refrigerators are cleaned out and wiped down weekly.  Make sure waiting room is tidied up, wiping down toys and spraying with Lysol.  Organize magazines, wipe down television and remote.  Empty recycling bins to be recycled.  Empty shredding machine.  Remove all garbage from the building.

**Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:

• Computer skills necessary, including Microsoft Office (word, excel, powerpoint, skype).
• Very organized and able to multitask.
• Excellent Customer Service Skills both on the phone and in person.
• Excellent Written and Verbal Communication Skills.  
• Good problem-solving skills
• Ability to work as a team member.
• Ability to take initiative and work unsupervised.
• Strong interpersonal skills with an ability to work effectively with a wide range of people, teams, managers, supervisors and vendors.
• Must have at least a high school diploma or equivalency.
• Spanish speaking preferred