Administrative Assistant/Receptionist

Receptionist (mental health experience a strong plus **)

Position Function: Reporting directly to the Intake Manager, the Receptionist serves as a key member of the clinical operations and administrative teams to support clients, their families, and guests during their visits our agency. The Receptionist is responsible for providing a warm welcome and supportive atmosphere to patients and families while at our agency. The Receptionist also oversees all aspects of the waiting area as well as assisting in administrative tasks for our clinical team maintaining a well-run office and helping to advance the mission of the clinic.

Educational/Experience Requirements: Minimum of high school with 1 -2 years work experience in customer services or reception or other front line service.  Associates degree preferred. Proficiency in Microsoft Office Suites.

Functional Requirements: Demonstrated excellence in customer service, oral and written communication. Ability to tactfully and effectively with both routine patient queries and the more sensitive situations where clients may be nervous, agitated or otherwise distressed. Ability to communicate effectively with clients, families and clinical staff. Attention to detail and accuracy. Evidence of ability to work on own initiative but also as part of a team.

 Working Conditions:  Position includes exposure to adult clients, parents, guardians, as well as to children and youth with behavioral problems, including possible physical aggression.

Exposure to Confidential Information:  The Receptionist will have access to confidential medical records. Must maintain confidentiality and follow policies related to personnel and client records. 

Key Expectations/Responsibilities:

• Greet patients and their families, as well as visitors at the reception desk
• Provide a warm, welcoming and supportive environment, dealing with any queries tactfully and discreetly
• To ensure that inquiries relating to appointments are dealt with efficiently, promptly and politely including calls from patients and professionals ensuring a high quality service is maintained at all times.
• Oversee patient experience from the time patients and guests enter, to the time they leave, including checking in and out of appointments.
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• To ensure that the reception desk and waiting areas are maintained in a presentable manner.
• Speak with new referral agencies/persons via phone and email, completing referral form
• Seek Value Options authorizations for new clients

• Maintain psychiatrist’s schedule within Credible.  Ensure that psychiatrist’s time is maximized and utilized most effectively.
• Confirm psychiatric appointments the day prior to the scheduled appointment
• Print psychiatrist’s schedule and pull charts on the day of the appointment
• Print SafeMed sheets and provide clients with medication side effect information
• Ensure that clients complete side effect checklist prior to seeing the psychiatrist
• Inform the psychiatrist and/or clinician’s when clients arrive for their to ensure that no clients are unattended to
• Schedule follow-up appointments with the doctor prior to the client’s leaving the office
• Maintain psychiatric evaluations list and ensure that each client obtains initial psychiatric evaluation and yearly psychiatric evaluation
• Put away all of the charts after the clients meet with the doctor
• Update CREDIBLE (as clients come in to see the Doctor – or if there is No Show)
• Other duties as assigned 

Salary : $20 - $25