Front Office Coordinator
2 weeks ago
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 SummaryWe 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.
- 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.
$16 to $19 per hour, depending on experience.
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