Front Desk Coordinator

Position Title:

FRONT DESK COORDINATOR

Reports to:

FRONT DESK TEAM LEAD

Department:

CLINICAL SUPPORT

Date:

8/21/2023

Category:

Non-Exempt / Hourly

Revised:

General Description

Responsible for undertaking a variety of activities in the office, including filing, answering the phone, organizing documents, basic money handling, and more. Reliability and a strong work ethic combined with great communication skills are a must, as well as familiarity with all necessary office equipment, software, and procedures.

Tasks & Responsibilities

A. Essential Duties

1. Greet clients and set a positive office atmosphere.
2. Answer and field phone calls at high call volume and direct to appropriate party.
3. Operate Office Equipment.
4. Receive and send out mail to Marlton Administrative Office.
5. Facility Scheduling and appointment confirmations.
6. Manage Appointments (Checking clients in and out).
7. Assessing Missed Appointment Fees.
8. Assure all intake paperwork is complete and saved to chart.
9. Upload records and client documentation.
10. Complete Prior and ADHD Authorizations.
11. Facilitate ADHD Screenings.
12. Clinical/Medical Support.
13. Communicate and facilitate appointment and schedule changes.
14. Send TH appointment links.
15. Send correspondence and assignments on behalf of clinicians.
16. Receive assignments and upload to chart.
17. Schedule Psychiatric F/U and ADD Screenings.
18. Send out Lyft Links for TMS clients.
19. Execute patient letters and requests for D/C and R/0.
20. Assist with med refill coordination.
21. Complete medication prior authorizations (Medline Only).
22. Triage and coordinate medication processing with pharmacies (Medline Only).
23. Coordination and retrieval of lab orders through LabCorp and Quest.
24. Patient de-escalation and crisis management.

B. Additional Duties

1. Assists and covers other staff when necessary to maintain high productivity and efficiency in the department.
2. As the company continues to grow, additional responsibilities that are essential for the department to be successful will be assigned accordingly.

C. Interpersonal Relations

1. Create Meaningful Connections: Demonstrates ability to function effectively as a part of team. Uses outstanding oral and written communication with employees at all levels of the business for support and sharing of information.
2. Take Accountability: Take constructive feedback and prevent discourse among our peers.
3. Live in the Solution: Critically thinking should be the solution when problems arise. Having the ability to accepts constructive criticism well in an open and non-defensive manner.
4. Be Professional: Wear business casual attire (please see dress code policy).

Competencies

1. Adaptability
2. Customer Service
3. Decision Making
4. Dependability
5. Ethics
6. Interpersonal Skills
7. Job Knowledge
8. Conflict Management
9. Organization Skills
10. Productivity
11. Self Development
12. Teamwork

Performance Standards & Measurement

1. Compliance with essential and incidental duties; compliance with company policies and procedures.
2. Compliance with state and federal laws and regulations applicable to the business.

Equipment, Tools & Machines

• Use of computer, telephone, and other office equipment such as a printer and fax.
• Use of company network and email domain.

Working Conditions

• Air conditioned and well-illuminated office environment and outdoor environment.
• May have several responsibilities at once. Interaction with other is constant and can be interruptive.
• Work may be stressful at times due to high level workflow.
• Availability to work flexible hours including weekends, holidays, and evenings as is required to comply with the purpose of the job and accommodate client needs.
• Participates in educational training, orientations, or compliance programs as needed to maintain competency.
• If you must leave your employment with our company, we request employee's to give us at least 14 days resignation notice in writing.

Demands

• Enthusiastic self-starter operating with sustained energy and showing great initiative.
• Comfort working with a diverse base of support, including members, employers, providers, colleagues, community leaders, volunteers, non-profit organizations, vendors, etc.
• Excellent interpersonal and communication skills, including ability to read, write, spell in English legibly and without excessive grammatical or communication errors.
• Talk and hear both by person and by telephone; ability to speak clearly and effectively using proper grammar before patients, employees and business partners, among others.
• Excellent organizational skills.
• Accepts constructive criticism well in an open and non-defensive manner.
• Ability to manage conflicting priorities. Ability to maintain a positive work ethic and a congenial attitude in the face of a high-pressure environment.
• Ability to function independently and with flexibility.
• Ability to work under pressure, handle multiple tasks and interruptions.
• Occasional lifting of moderately heavy office supplies; ability to lift supplies for community events, trade shows, conferences, and other marketing opportunities applicable to the organization; ability to lift, push or pull up to 25lbs.
• Ability to sit, stand, or walk for extended periods of time.
• Must have strong computer skills to meet Microsoft Office and Electronic Health Record software requirements.

Qualifications

Education:

• High school diploma or equivalent required
• Associate's Degree preferred

Required licenses or certifications:

• Current CPR Certification
• Narcan Certified

Experience:

• Successful work experience in a front office setting or in another clerical position,
• Strong working knowledge of office procedures and basic accounting principles
• Experience in medical field is highly desirable.
• Computer literate: Microsoft Office (Excel, Word, and PowerPoint) required.

Acknowledgement

The company provides equal employment opportunities to all employees for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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.