Front Desk Coordinator

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

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

B. Additional Duties

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

C. Interpersonal Relations

• 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. 
• Take Accountability: Take constructive feedback and prevent discourse among our peers. 
• 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. 
• Be Professional: Wear business casual attire (please see dress code policy).

Competencies

• Adaptability
• Customer Service
• Decision Making
• Dependability
• Ethics
• Interpersonal Skills
• Job Knowledge
• Conflict Management
• Organization Skills
• Productivity
• Self-Development
• Teamwork

Performance Standards & Measurement

• Compliance with essential and incidental duties; compliance with company policies and procedures.
• 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.