Outpatient Mental Health Senior Office Coordinator/Front Desk Care

The Outpatient Mental Health Senior OfficeCoordinator/Front Desk Care is a customer service role and will be the first point of contact for our organization. The incumbent will create a warm, professional environment in the reception area, making visitors, callers and clients feel welcome. Our Outpatient Mental Health Senior OfficeCoordinator/Front Desk Care’s duties include offering administrative support across the organization, maintaining common areas, ordering office supplies, coordinating/managing front-desk activities, including mail/delivery activities, redirecting phone calls, and overall general and clinical administrative duties.

To be successful in this role, the Outpatient Mental Health Senior OfficeCoordinator/Front Desk Care must be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position.

The position includes access to information of a confidential nature. Strict adherence to HIPPA, procedures and protocols is required.

Essential Tasks

These are core functions of the job. Additional duties may be assigned as needed.

Office Administration

• Oversee daily administrative operations including appointment scheduling, patient records management, and billing processes.
• Develop and maintain efficient office procedures to enhance workflow and ensure compliance with regulatory standards.
• Knowledge and understanding of the full-cycle of Front Office administrative duties.
• Give appropriate paperwork to new and existing clients, prospective interns and job applicants as needed.
• Greet and welcome guests as soon as they arrive at the office.
• Prepare outgoing mail with the appropriate postage and mail.
• Maintain the security of the front desk and center. This includes the confidentiality of clients and staff.
• Handle all phone requests for inquiries about the center and place callers in contact with the appropriate staff member.
• Assist staff in any projects as needed such as distribution of memos for staff and clinician, mailings, and etc.
• Review and check voice mail and email messages daily.
• Direct visitors to the appropriate person and office.
• Answer, screen and forward incoming phone calls.
• Receive, sort and distribute daily mail/deliveries.
• Maintain office security by following safety procedures/visitor protocols and controlling access via the reception desk.
• Update calendars
• Perform other clerical duties such as filing, photocopying, transcribing and faxing.
• Provide front desk coverage on other shifts if needed.

Operations

• Each morning, turn on lights and appliances in all the facility, maintaining coffee machines, the copier machines, postage meter, and etc.
• Check all exits of the center and turn off lights and appliances in all the areas before the end of the shift.
• Keep track of inventory and order office/operating supplies as needed.
• Check copy machines for paper, clean glass and dust machine.
• Ensure reception, waiting and common areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures).
• Maintain common areas (e.g., light dusting, clean counters and etc.) as needed.

Clinical Administrative

• Address patient inquiries and concerns promptly and compassionately.
• Collaborate with clinical staff to ensure seamless coordination of patient care.
• Assist in responding to client appointment questions and direct to their counselors.
• Announce clients to counselors and assist clients in locating their counselors if they are late.
• At the end of shift, document any problems during that time period.
• Assist and manage room assignments.
• Each morning, make sure that the therapy rooms are clean and supplied with tissues and necessary supplies.
• Communicate client no shows and cancellations to the appropriate clinical staff.
• Understand and practice HIPPA regulation compliance.
• Assists with various Clinical administrative duties.

Desired Knowledge

• Great anticipatory skills.
• Experience working in a Mental Health wellness clinic.
• Must be able to work well with colleagues in a high energy, collaborative environment with open communications.
• Must work well with diverse populations of employees, vendors, donors and other stakeholders.
• Ability to take initiative and get things done with eagerness to go above and beyond and do whatever it takes to get the job done.
• Excellent organizational, problem-solving, project management and communication skills.
• Proactive approach in taking on responsibility.
• Excellent anticipatory skills with ability to think and plan.
• Commitment to personal and professional development.
• Capable of thinking strategically.
• Ability to reliably import and extract data.
• Possess a high level of integrity, judgement and discretion with sensitive and confidential information.
• Be efficient and detail oriented.

Minimum Qualifications

• Associate's degree or Bachelor’s degree in Healthcare Administration (preferred)
• Any combination of skills and experience that demonstrates the ability to perform this job effectively.
• Experience working in a non-profit work environment.
• Intermediate/Advanced level of Excel.
• 2+ years of experience as an Office Manager, Office Administrator or Office Coordinator/Front Desk Care.
• Advanced computer skills with emphasis on all Microsoft Office Suite programs and Google apps.
• Demonstrated problem solving; adaptability, organization, interpersonal and communication, both verbal and written.
• Professional, good work ethic, flexible, tactful and discreet, approachable, proactive, dependable, pleasant, positive attitude, sense of humor, decorous, and professional attire.
• Ability to follow instructions and set procedures.

Job Requirements

• Work independently and as a team member.
• Bilingual in Spanish**
• Complete a LiveScan background check.
• Adapt to a fast-paced working environment with multiple deadlines.
• Maintain and improve professional skills and knowledge.
• Establish and maintain cooperative working relationships with agencies and individuals contacted during performance of job duties.
• Be flexible and receptive to suggestions, input and change.
• Operate modern office equipment, including computer, phone, fax, copier, etc.
• Understand and carry out both oral and written instructions in an independent manner.
• Communicate effectively and tactfully in both oral and written forms.
• Maintain orderly work environment and perform tasks in a prescribed and safe manner.
• Detail oriented and has ability to multi-task.

Physical Requirements

• Candidate must be able to lift up to 30 pounds.
• Ability to move within the office environment and ability to climb stairs.
• Ability to write by hand and use a keyboard to perform general office functions.
• Ability to communicate continuously by speech and hearing.
• Visual acuity (close, distant, peripheral vision, and the ability to adjust focus and view accurate color perception and objects at near distances) needed for detail work and computer use.
• Ability to sit for extended periods of time.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $23.00 - $29.00 per hour DOE

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Microsoft Excel: 1 year (Preferred)
• Office management: 2 years (Preferred)