Outpatient Receptionist

SERV, a well-established leader in behavioral healthcare in New Jersey, supports people with mental illness and/or intellectual/developmental disabilities as they achieve greater independence and life satisfaction through a wide range of services.

JOB SUMMARY:

Reporting to the Outpatient Office Manager within the Access to Care Department, the Outpatient Receptionist is the first point of contact for clients of the SERV Centers of New Jersey outpatient program. The Outpatient Receptionist provides exceptional customer service and plays a crucial role in creating a welcoming environment and ensuring the smooth operation of the office.

ESSENTIAL DUTIES & RESPONSIBILITIES:
Answering Phone Calls:

• Respond promptly and courteously to all incoming calls.
• Address inquiries, provide information, and direct calls to the appropriate staff members.
• Handle high call volumes efficiently while maintaining a calm and helpful attitude.
• Document and relay messages accurately and promptly.

Greeting Clients:

• Welcome clients and visitors with a warm and friendly demeanor.
• Ensure clients feel comfortable and valued upon arrival.
• Assist clients with check-in procedures and provide necessary forms or information.
• Manage the waiting area to maintain a clean, organized, and inviting space.

Faxing, Emailing, and Other Administrative Tasks:

• Perform various administrative duties including faxing, emailing, copying, and filing.
• Prepare and distribute correspondence, reports, and other documents as needed.
• Maintain electronic and paper filing systems to ensure easy retrieval of information.
• Assist with data entry and recordkeeping to support office operations.

Scheduling Appointments:

• Coordinate and schedule appointments for clients with clinicians.
• Ensure efficient and accurate calendar management, minimizing scheduling conflicts.
• Send appointment reminders and follow-up communications to clients.
• Update and manage client records in the scheduling system.

Benefit Eligibility:

• Verify client insurance benefits and eligibility.
• Provide necessary information regarding coverage, copays, and deductibles to both clients and clinicians.
• Assist clients with understanding their insurance benefits and addressing any questions or concerns.
• Maintain up-to-date knowledge of insurance policies and procedures.

Effective Communication:

• Maintain clear and effective communication with clients, staff, and external partners.
• Ensure all interactions are handled with professionalism and empathy.
• Relay important information to clinicians and other staff members in a timely manner.
• Participate in team meetings and contribute to a positive work environment.

Behavioral Health Knowledge and Understanding:

• Demonstrate a comprehensive understanding of behavioral health principles, practices, and terminology.
• Stay informed about the latest developments in behavioral health to provide accurate information to clients.
• Understand the unique needs and challenges faced by clients in a behavioral health setting.
• Support clients with empathy and sensitivity, respecting their confidentiality and privacy.
• Other duties as assigned or as needed to support departmental or organizational goals.

EDUCATION, KNOWLEDGE, SKILL & ABILITY:

• Strong organizational skills and attention to detail.
• High school diploma or equivalent; additional education in office administration or behavioral health is a plus.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in using office equipment and software, including fax machines, email, and scheduling systems.
• Friendly, approachable, and empathetic personality with a genuine interest in helping others.
• Ability to work independently as well as part of a team.
• Strong problem-solving skills and the ability to multitask in a fast paced environment.
• Ability to work a full time schedule including weekend shifts.

CERTIFICATES, LICENSES:

• 1 year previous experience in an outpatient receptionist or administrative support role, preferably in a behavioral health or healthcare setting.
• Valid drivers license in the state of residence.

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EEO STATEMENT

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, veteran status, or any other characteristic protected by law.

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