Administrative Reception Specialist

2 months ago

Livonia, Michigan, United States Starfish Family Full time
Position Overview

Location
Detroit Metropolitan Area

Employment Type
Full Time

Category
Administrative Support

*** SIGNING BONUS AVAILABLE ***

ROLE SUMMARY:

The Administrative Reception Specialist is responsible for managing a variety of essential office functions, with a strong emphasis on customer service and clerical tasks. This role involves direct reporting to the Administrative Support Supervisor.

QUALIFICATIONS:
  • High School Diploma or equivalent is mandatory.
  • At least one year of relevant office experience is required.
  • Experience in Community Mental Health (CMH) is preferred.
  • Familiarity with electronic health records (EHR) is advantageous.
KEY RESPONSIBILITIES:
  • Welcome all visitors, team members, and families with a friendly and professional attitude.
  • Manage incoming calls, address inquiries, and direct them to the appropriate personnel. Ensure messages are accurately recorded and relayed promptly.
  • Process payments from clients, including copays and deductibles, while providing receipts. Refer clients to billing for payment arrangements as necessary.
  • Administer and collect Quality Assurance Surveys.
  • Conduct the customer service segment of the Intake process with clients in a thorough and service-oriented manner.
  • Handle the onboarding of new clients within a specified timeframe.
  • Schedule appointments with healthcare providers and confirm them in advance.
  • Maintain waitlists for cancellations and inform clients when openings arise.
  • Coordinate scheduling for outpatient therapists and document all interactions and notes.
  • Collaborate with clinicians to address client requests and manage special circumstances.
  • Work closely with outpatient therapists and team members to ensure clients receive necessary services and communications.
  • Upload documentation into client records accurately and promptly.
  • Open and distribute incoming mail to the appropriate staff members.
  • Check clients in, updating their personal information in the electronic health record system.
  • Prepare correspondence and reports from written drafts with precision and professionalism.
  • Perform data entry tasks as required.
  • Facilitate the records request and release process for behavioral health.
  • Assist in any investigations related to personnel or compliance as directed.
  • Support clients during emergencies, ensuring their safety and guidance.
  • Participate in all required agency and departmental meetings and training sessions.
  • Provide mentorship to new employees by demonstrating essential skills and processes.
  • Carry out other related duties as assigned by supervisors and management, including coverage at alternate locations when necessary.
SKILLS AND ABILITIES:
  • Exceptional interpersonal skills with a professional demeanor.
  • Knowledge of HIPAA regulations and laws regarding information release.
  • Proficient in data entry within electronic health records and external databases.
  • Strong problem-solving and critical thinking abilities.
  • Ability to work effectively as part of a team.
  • Excellent organizational skills and attention to detail.
  • Adaptability to new processes and requirements.
  • Capacity to manage multiple tasks and demonstrate follow-through.
  • Resourcefulness and flexibility in daily scheduling.
  • Effective verbal and written communication skills.
  • Willingness to accept and provide constructive feedback.
  • Proficient in using standard office equipment and Microsoft Office Suite.
  • Commitment to personal and professional development.
  • Dedication to the welfare of children and families served by the organization.
ADDITIONAL REQUIREMENTS:
  • Valid driver's license and/or reliable transportation.
Starfish Family Services is an Equal Opportunity Employer

EOE/M/F/D/V

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