Front Desk Coordinator

Are you looking for a bright future with a solid company?

Look no further!

Segue, Inc., a non-profit outpatient mental health facility with a distinguished history of delivering high-quality mental health services to the residents of Jackson and Hillsdale counties for over four decades, is actively seeking a dedicated part-time Front Desk Coordinator to join our team at our Jackson, Michigan office.

WHAT YOU WILL DO:

The Front Desk Coordinator serves as the first point of contact for consumers, visitors, and callers, creating a welcoming, professional, and supportive environment in a mental health setting. This role is responsible for registering and scheduling consumers in person and over the phone, managing front desk operations, ensuring accurate and timely entry of consumer information into the electronic medical record (EMR) system, and assisting with data quality reporting.

The position requires strong interpersonal, organizational, and problem-solving skills to effectively assist consumers, coordinate services, and provide front desk and administrative support to clinical, Human Resources, Organizational Excellence, and other administrative functions.

QUALIFICATIONS:

Required

• High School Diploma or equivalent
• Minimum of 1 year of customer service or front desk experience (healthcare or behavioral health setting a plus)
• Proficiency with Microsoft Office Suite
• Able to type 35 wpm with high degree of accuracy
• Ability to manage multiple tasks in a fast-paced environment with frequent interruptions
• Strong communication, organizational, and problem-solving skills
• Ability to operate standard office equipment and multi-line telephone systems 

Preferred

• Experience working with electronic medical record software
• Knowledge of medical and/or behavioral health terminology
• Previous experience in office administration, administrative support, or a related professional office environment
• Experience performing administrative support functions such as document preparation, scanning, filing, records organization, and maintaining forms or other standardized materials

ESSENTIAL JOB RESPONSIBILITIES:

A.  Patient Registration & Scheduling:

• Register and check-in new and returning consumers in the EMR, ensuring accurate and complete demographic and insurance information 
• Schedule, reschedule, and confirm appointments in person and via telephone 
• Coordinate appointments across providers and services to support continuity of care 
• Identify and coordinate transportation needs to Segue, Inc. appointments
• Scrub charts for upcoming appointments and identifying documentation needs
• Verify and update consumer information at each visit 

B.  Front Desk & Customer Service:

• Promptly greet all consumers and visitors in a professional, welcoming, and trauma-informed manner 
• Serve as the primary point of contact for inquiries, providing clear information and assistance 
• Manage consumer flow in the lobby and communicate delays or updates to consumers and staff 
• De-escalate concerns and escalate to Customer Service Specialist when appropriate 

C.  Phone & Communication Management:

• Answer and manage a multi-line telephone system, directing calls appropriately 
• Respond to inquiries, take accurate messages, and ensure timely follow-up 
• Communicate effectively with clinical and administrative staff regarding consumer needs 

D.  Administrative & EMR Support:

• Enter, update, and maintain accurate records in the EMR 
• Scan and upload documents into consumer records in a timely manner 
• Run reports and assist with data quality review and correction 
• Assist with document tracking, consents, and fee determinations
• Provide administrative support to Human Resources, Organizational Excellence, and other administrative functions as assigned, including printing, scanning, filing, document organization, and similar support activities
• Assist with creating, formatting, and updating forms, documents, templates, and other organizational materials in accordance with established brand standards, templates, and document specifications

E.  Records & Compliance:

• Process requests for records in accordance with agency policies and consumer consent 
• Maintain confidentiality of all consumer information 
• Support compliance with accreditation and regulatory standards 

F.  General Office Support:

• Manage incoming and outgoing mail, faxes, and electronic communications 
• Maintain an organized and professional front desk and lobby area 
• Provide administrative support to clinical, Human Resources, Organizational Excellence, and other administrative staff as needed and within the scope of the position
• Perform other duties as assigned by administration

G.  Flexibility in working additional hours and carrying out additional duties as directed by Administration is a requirement for this position.

COMPENSATION & BENEFITS 

• Wage $15.00 an hour
• Dental & Vision 
• Free Life Insurance ($25,000)
• Free Short-term Disability 
• Simple IRA Savings 3% Company Match 
• 11 Paid Holidays 
• PTO 
• Casual Dress Code
• Employee Assistant Program 
• Monthly Employee Recognition with an early ending day! 

APPLY TODAY!