BHS Clinic Receptionist
Villa of Hope helps youth and families rebuild relationships, recover from trauma and renew Hope for their future.
JOB TITLE: BHS Clinic Receptionist
DEPARTMENT/PROGRAM: Behavioral Health Services
SUPERVISOR: Behavioral Health Clinic Operations Manager
PAY GRADE: 73 salary range: 15.00hr-20.00hr commensurate with education and experience
FLSA STATUS: Non-Exempt
ESSENTIAL FUNCTIONS:
• Exercises full compliance with the Agency's Code of Conduct, all Agency policies and procedures and Federal and State laws and regulations including OASAS and OMH regulations.
• Maintains confidentiality and security for all client related material and/or client records.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges
• Maintains telecommunication system by following manufacturer's instructions for console operation.
• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Exercises full compliance with the Agency's Code of Conduct, all Agency policies and procedures and Federal and State laws and regulations.
• Exercises full compliance with the Justice Center's Code of Conduct for Custodians of People with Special Needs.
• Operate telephone switchboard to answer, screen, or forward calls, providing information and taking messages.
• Greet persons entering establishment, determine nature and purpose of visit, and direct them to specific destinations.
• Verify patient demographics and insurance in eCR
• Scheduling Clinic appointments in Outlook and eCR
• Transmit information or documents to customers or staff, using computer, mail or facsimile machine.
• Hear and resolve complaints from customers or the public
• Perform administrative support tasks, such as proofreading, transcribing handwritten information, updating and/or creating documents using Microsoft Office product lines to support administrative needs as identified.
• Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
• Provide assistance and support to the Program Management with scheduling agency meetings (internal and external) and providing assistance with catering orders and meeting preparation as needed as well as other tasks as assigned
• Maintain organization of the Reception area including logging in maintenance/work order requests to maintain the reception area
• Demonstrates, promotes and practices cultural competency toward clients and staff through respect and understanding achieved through training and agency cultural activities
• Receives and directs clients; maintains supervision of clients while in reception area
• Receives and directs visitors; accepts deliveries and donations.
• Sorts and distributes mail.
• Provides assistance as needed with scheduling use of conference rooms.
• Maintains and updates staff member information on staff directory.
• Distributes staff directory
• Print and distribute faxes.
• Troubleshoots any problems that may arise related to the agency vehicles and keys.
• Orders office supplies
• Supports Administrative Assistance(s) and other Clinic staff with projects
• Perform other similar duties requiring comparable skills
COMPTENCIES:
Leading Self
- Character and Courage (Integrity and Trust)
Leading Others - Customer Focus
Leading the Organization - Commitment to Diversity, Inclusion, Justice and Equity
MINIMUM QUALIFICATIONS:
EDUCATION:
• High School Diploma or GED
EXPERIENCE:
• One-year experience preferred
SPECIAL SKILLS:
• Communication and collaboration with internal and external partners
• Proficiency in Word, Excel, and PowerPoint.
• Must be a self-starter, flexible and skilled in providing customer service.
• Effective and open communication, emotional intelligence and interpersonal skills.
• Ability to work in partnership with other, including staff members across all departments
• Strong problem solving skills and ability to prioritize and manage multiple projects.
• Organized and self-directed; able to share information and collaborate effectively across all functions, with both internal and external partners.
• Availability to work morning, afternoon and evening shifts
PHYSICAL REQUIREMENTS:
• The following lists physical demands an employee will perform on a regular basis: standing, walking, sitting, bending, and must be able to perform a variety of tasks, move throughout office buildings, work cooperatively in a team environment and quickly respond to emergencies.