Starting rate of pay: $17.00 per hour, commensurate with experience

Outpatient

Serves as a liaison between Village clinical staff and referring pediatric offices to provide efficient connections to care. 20-50% of the time will be spent coordinating referrals for our pediatric practices throughout the state. Receives all incoming referrals, contacts new referrals, triages referrals, provides appropriate scheduling for intake and tracks referral progress daily (as schedule allows).

Provides required documentation and communication as scheduled to both internal and external partners. Continuously troubleshoots current processes and initiates solutions to ensure quality services. Contributes to the design of monitoring systems, as well as utilizes the systems to track key outcomes and reporting due dates across individual programs. Summarizes and reports results and/or relevant data to team leaders and facilitates program functioning through other monitoring space, meeting minutes, copying materials, and ordering supplies.

JOB SUMMARY

Provides general administrative support and customer service to applicable organization programs. Understands and ensures confidentiality and timeliness is provided for requests. Supports managers and employees in a variety of tasks. Communicates efficiently and effectively, to ensure the proper delivery and transfer of information. Supports quality assurance.

KEY RESPONSIBILITIES

• Greets clients and visitors in a professional and courteous manner, as well as notifies appropriate staff of visitor arrival and provides assistance and directions, as needed.
• Answers calls for programs assigned and provides reminder calls before appointments.
• Receives and processes referrals, facilitates scheduling and sets up translation services, if needed.
• Completes intake and admissions process, coordinates new admission paperwork for clients, verifies and records necessary personal information, handles check-in/check-out process for clients and schedules client assessments and appointments.
• Interacts with clients to provide and process information in response to inquiries and concerns including requests for additional information related to agency programs and services.
• Disseminates and distributes agency faxes and other forms of communication.
• Monitors reception/waiting area to ensure cleanliness and client safety.
• Provides information to service providers.
• Maintains communication with Records Department regarding medical records.
• Handles monthly data entry for program evaluation and quality assurance.
• Creates assessment packets and other materials.
• Completes ordering of program supplies.
• Provides administrative support and back-up for other agency departments and sites.

EDUCATION

• High school diploma or equivalent required.

EXPERIENCE

• A minimum of two to three years of customer service experience. Excellent telephone and verbal communication skills. Sound knowledge of office/telephone etiquette and customer service principles and practices.
• Bilingual (English/Spanish) preferred.
• Sound judgment and ability to adapt to change and meet demands of the work environment.
• Proficient in the Microsoft suite (Outlook, Word, Excel).
• Familiarity with an EHR (Electronic Health Record), experience with other client-based applications is a plus.
• Must be detail oriented with ability to multi-task and complete large volume of work. Accurate typing skills and ability to create grammatically correct written correspondence if needed.
• Must be able to work in a team environment. Must be culturally competent to work with diverse populations and interact with others.
• General office skills including filing, organizing, and scheduling.
• Maintain confidentiality of information. Knowledge of federal HIPPA laws.
• Must be punctual and flexible.
• Must be able to travel between Village and other sites.
• Physically able to perform the essential functions of the position, with or without reasonable accommodations.