Key Traits in Office Receptionist:
- Rapport building
- Communication skills
- Service mindset and humility
- Enjoys working and being part of a team
- Responsive and engaged
- Reliable and committed
- Warm and caring
- Compassionate
- Curious and open minded
- Patient and flexible
- Confident and knowledgeable
- Willingness to learn and grow
- Willingness accepting clients regardless of client’s gender, sexual orientation, abilities or religious background
Duties and Responsibilities:
- Answer phone calls and provide information about services in a professional and friendly manner
- Confirm client appointments as needed
- Schedule clients using online software
- Welcome clients in a warm and professional manner
- Accept and record client payments (co-pays, private pay, etc.)
- Work in a team setting (other team members and providers) to facilitate services for clients
Office Related:
- Able to work at a fast pace and multitask
- Make phone calls for providers as requested and assigned
- Answer phone calls, return phone calls, follow-up on messages/emails/faxes
- Write letters, emails and messages on behalf of organization as requested and assigned
- Organize and input information electronically in various software applications
- Communicate clearly and accurately with clients, therapists and others, as specify (phone calls, messages, emails)
- Calendar review, verifying information
- Maintain and organize office related documentation (copies, scan, file, fax, organize)
- Record keeping and logs
- Send faxes or mail as requested
- Maintaining of office space that is safe and inviting
- Other duties as assigned (meetings, events, etc.)
Billing Related:
- Verify client’s insurance coverage, authorizations, and benefits
- Submit insurance claims
- Research claims, resolve and resubmit claims
- Communicate with insurance companies
- Collect payments and send invoices
- Maintain updated insurance information
- Complete insurance related tasks and documentation
- Provide credentialing support, check credentialing status and verifications
Professional Development:
- Abide by ethical and legal standards set by the licensing board and the state for the counseling practice
- Abide by HIPAA regulations and practices
- Attend trainings, presentations and meetings as assigned
- Participate in supervision
Community Outreach:
- Participate in outreach events for prevention, education, wellness, mentoring, and advocacy activities (community workshops, training, education, online blogging etc.)
- Other related duties as assigned
- High School Diploma
- Bilingual: Fluent in both English/Spanish (reading, writing, and speaking)
- Computer proficiency in Microsoft Office Word, Excel, PowerPoint, and other office software
- Previous experience working in office/clerical work including record filing
- Proficient phone etiquette and communication skills with clients
- Appointment scheduling and receptionist duties
- Excellent interpersonal skills and ability to work independently or as part of a team
Desired:
- Some college
- Experience in mental health setting
- Experience in medical records
- Desire to grow within counseling practice
- Previous billing experience and familiarity with Availity
- Previous experience submitting, processing, and disputing claims
- Understanding of explanation of benefits and ERAs
Typical Physical Demands:
- Requires sitting, standing, bending and reaching
- Required manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones, and other office and/or clerical equipment
- Requires normal range of hearing and vision
Typical Mental Demands:
- Ability to give, receive and communicate information, prepare written materials, and multitask
- Must understand people with a diverse background and be able to communicate effectively
- Ability to multitask and prioritize tasks
- Ability to problem solve and work interdependently
Working Conditions:
- Requires occasional evening, weekend, or on-call hours