Client Services Coordinator

2 weeks ago

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

Location
Detroit Metropolitan Area

Employment Type
Full Time

Category
Administrative Support

*** $2,250.00 SIGNING BONUS ***

ROLE SUMMARY:

The Administrative Reception Specialist is responsible for managing a variety of essential office functions where customer interaction and clerical tasks are integral to the role. This position reports directly to the Administrative Support Supervisor.

QUALIFICATIONS:
  • High School Diploma or equivalent is mandatory.
  • At least one year of prior 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, addressing inquiries, and directing them to the appropriate personnel. Ensure messages are accurately recorded and promptly delivered.
  • Process payments from clients, including copays and deductibles, and issue 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.
  • Ensure timely opening of new client files within 24 hours of intake.
  • Schedule appointments with medical professionals once required documentation is secured and confirm appointments the day before.
  • Maintain waitlists for psychiatric appointment cancellations and notify clients when openings arise.
  • Coordinate scheduling for Outpatient Therapists, documenting all attempts and notes related to scheduling.
  • Communicate regularly with clinicians to address and manage client requests with special considerations.
  • Collaborate with outpatient therapists and team members to ensure clients receive necessary services and manage related correspondence.
  • Upload documents to client records accurately and in a timely manner.
  • Open and date-stamp incoming mail, distributing it to the relevant staff.
  • Check clients in, updating their demographic information in the EHR system.
  • Prepare correspondence or 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, licensing, or accreditation as directed.
  • Help guide clients during emergencies, such as fires or severe weather.
  • Participate in all required agency and departmental meetings and training sessions.
  • Support new employees by providing opportunities for observation of job functions to aid in their training.
  • Carry out other related duties as assigned by supervisors and management, including providing coverage at different locations when necessary.
SKILLS AND ABILITIES:
  • Exceptional interpersonal skills with a professional and service-oriented demeanor.
  • Knowledge of HIPAA regulations and laws related to the Release of Information.
  • Proficient in entering data into electronic health records and external databases as needed.
  • Strong problem-solving and critical thinking abilities.
  • Ability to work collaboratively and responsibly within a team environment.
  • Effective time management and organizational skills with attention to detail.
  • Adaptability to new processes and requirements.
  • Capability to manage multiple priorities and work independently.
  • Resourcefulness and flexibility in daily scheduling, including potential Saturday shifts.
  • Effective verbal and written communication skills.
  • Ability to provide and receive constructive feedback.
  • Proficient in using standard office equipment and Microsoft Office Suite.
  • Commitment to personal and professional growth and development.
  • Dedication to the welfare of children and families served by the program and the delivery of quality services.
LICENSES AND 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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