Front Office Coordinator

2 weeks ago


King of Prussia, Pennsylvania, United States CW Psychological Services Full time
About CW Psychological Services

We are a growing practice dedicated to providing high-quality mental health services. Our team is passionate about creating a supportive and collaborative work environment that fosters mutual respect and transparency.

Job Summary

We are seeking a talented Front Office Administrator to join our team. This role will be responsible for managing all front office activities, including scheduling, marketing initiatives, and client communication.

Key Responsibilities
  • Prioritize client care and provide exceptional customer service while handling phone calls and email communications.
  • Schedule initial sessions for clinicians and manage rescheduling/cancellations.
  • Handle client issues and escalate as needed.
  • Conduct insurance verifications and gather necessary client information.
  • Maintain and distribute reports for documentation to keep staff informed.
  • Conduct research to identify potential partnerships and referral sources and connect with them via phone call or email.
  • Work with the referral coordinator and use the Active Campaign portal for marketing efforts.
  • Create and distribute marketing materials, such as flyers and newsletters.
  • Distribute information regarding insurance updates impacting the practice.
  • Manage outreach programs and ensure continuous connections with referral sources to maintain steady referrals.
  • Assist with monthly training distributions and performance evaluations.
  • Handle and send out company policy communications.
  • Manage day-to-day operations of the office, including maintenance requests and vendor coordination.
  • Provide support for office assignments and billing-related tasks.
Requirements
  • High school diploma or GED required. A higher degree, like an associate's or bachelor's, is preferred.
  • Two (2) years of overall experience in a face-to-face customer service role.
  • At least a year or more of experience in an administrative support role is preferred.
  • Previous experience in a medical or clinical practice is helpful.
  • Experience with light marketing and customer outreach is helpful.
  • Possess a high level of professionalism and excellent customer service skills.
  • Possess the ability to multitask and identify changing priorities.
  • Relentless attention to detail.
  • Ability to effectively communicate one-on-one with clients, co-workers, or vendors.
  • Can thoughtfully write reports, emails, memos, and correspondence.
  • Ability to use and learn scheduling systems.
  • Proficiency in or willingness to learn Practice (electronic health records).
  • Proficiency in or willingness to learn Hushmail (email).
  • Proficiency in or willingness to learn Talkroute (virtual phone).
  • Proficiency in or willingness to learn Fax Plus Schedule Requirements.
Compensation

$16 to $19 per hour, depending on experience.



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