16 Jun
Front Office Specialist
Washington, Kennewick-pasco-richland 00000 Kennewick-pasco-richland USA

Vacancy expired!

SALARY: DOE

POSITION SUMMARY: The Front Office Specialist is the first point of contact for all clients and staff entering the building. Maintaining a pleasant and welcoming atmosphere, providing quality client support through face-to-face interactions as well as by supporting clinical staff with client needs is critical to success in this position. Front Office Specialists interface with many components of client service where the ability to interpret client requests and accurately relay program offerings is critical. The Front Office Specialist needs to demonstrate independent proficiency in all of the following areas. Other duties may be assigned.

ESSENTIAL DUTIES:

Core Functions:

Ability to track and report as required

Ability to support clients with various support programs

Ability to confidentially distribute information to clients and staff, correctly and in a timely fashion

Maintain familiarity with all programs in agency to the point that a clear and accurate depiction as well as information for accessing such programs can be relayed to clients

Understand COD (clinician of the day) and how to access the COD for walk-ins at the Annex

Understand Crisis Services and be able to rapidly access crisis support for a caller or walk-in who is in crisis

Comfortable and able to relate to people who are affected by psychosis and/or other serious mental health issues

Participation in various agency meetings

Ability to accurately, efficiently and effectively utilize multi-line phone system

General Public Interaction:

Able to deal effectively and in a friendly manner with community members and colleagues in person and by phone

Provides easy and welcoming access to services regardless of ability to pay or location or residence

Directs callers and individuals in person to proper sources; answers inquiries and provides correct general program information to the public and clients; communicates with community agencies effectively, relaying information, referrals, etc. This could include The Center for Optimal Living, community partners, as well as other available county services.

Routes calls to appropriate clinician or ER screener in cases of emergency. Routes calls to Crisis worker or back-up staff when there is an emergency or crisis, according to protocol

Assist with generating authorizations for residential placement: printing MHAs, Tx Plans, LSIs, LOCUS. Distribute appropriately to KEPRO, PGH, WRH and JH.

Scheduling:

Ensures that clients are scheduled for appointments using electronic scheduling programs(s). This may include keeping track of several calendar systems as well as maintaining clinician schedules

Issues appointment reminders

Supports intake process as needed

Ensures that fees are communicated and collected from clients, and obtains insurance information for billing proposes

Prepare technology to ensure tele-health providers are ready to start before appointments

Filing:

Ensures that documents are filed in clients’ charts according to established formats

Ensures that chart information is located and distributed to clinicians as needed

Ensures that emergency contact records are maintained

Word Processing:

Prepare forms, correspondence, reports, letters, progress notes, and other material from rough draft with reasonable speed and accuracy and ability to keep pace with workflow in the office

Mail:

Assists in retrieving and distributing mail, stocking stamps, and preparing outgoing mail

Sign for deliveries and distribute packages accordingly; Provides staff with FedEx and other premium services if necessary

Miscellaneous Duties:

Monitor Conference Room schedule

Helps develop and copy necessary forms, educational materials

Assist in coordination of office activities to ensure maximum efficiency, including allocation of resources to enable successful task performance

Ensure security, integrity and confidentiality of data

Adhere to office policies and procedures

Handle inquiries and re-direct complaints/ grievances/ complaints to appropriate Director

Maintain a safe and secure working environment

QUALIFICATIONS:

High School diploma/ GED AND equivalency of at least 2 year’s experience secretarial or office procedures training and experience required

Office experience in a mental health, medical or human services fields preferred

Must pass background check required

Self directed yet able to work with supervision and effectively within a team required

Ability to use a computer for word-processing, basic Excel spreadsheet accounting, MS Word and development of forms required

Proficiency in Google Suite preferred

Proficiency in OCHIN preferred

Willingness to work some Saturdays

OTHER SKILLS AND ABILITIES:

Organize, establish priorities and multi-task effectively

Interact and relate to clients, staff, supervisors and others with professionalism, confidentiality, respect and dignity

Ability to think/ speak critically, compassionately, empathetically and effectively, particularly with clients experiencing a crisis situation

Excellent ability to communicate clearly, with accurate punctuation, grammar and spelling in both written and verbal formats

Basic mathematical skills

Ability to learn quickly, adapt to changing environment and adhere to general office procedures

Hands on experience with office machines (phone systems, fax machines, printers, shredder) required

Familiarity with electronic scheduling tools

Strong organizational and planning skills in a fast-paced environment

Familiarity with and utilization of a Trauma Informed Care approach is highly valued

CONFIDENTIALITY:This position requires the handling of highly confidential information. Must adhere to rules and laws pertaining to client confidentiality.

COMMUNICATION SKILLS: Must be able to communicate information in both oral and written form with the ability to present and exchange information internally across teams and co-workers, and externally with clients and the public, Information communicated ranges from routine/ basic information to complex and confidential information

LEADERSHIP & TEAMWORK: Must be able to work effectively and constructively with other office staff, clinicians, the administrative team and all other staff. Participates in staff meetings.

PHYSICAL DEMAND:

This position requires you to be regularly available for work as scheduled. Position requires professional and personal skills to cope with stress associated with work involving a high degree of mental, emotional and physical demands. This position also requires the ability to bend, stoop, push and pull. While performing the essential duties of this job, the employee is regularly required to sit; talk and hear; use hands and fingers and handle or feel; reach with hands and arms. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions of this position.

WORK ENVIRONMENT:

Work is performed in an office environment and the noise level is usually moderate, but occasionally may be exposed to loud noise such as raised voice levels and alarms. Occasionally the work environment may extend to other community offices, residential houses, and off-site locations.

This position may be exposed to the everyday risks or discomforts which require normal safety precautions typical of such places as an office (i.e., moving mechanical parts, airborne particles, and electrical shock). This person will be serving clients from all demographics within the community.

Reasonable accommodations may be made to enable persons with disabilities to perform the essential function.

Vacancy expired!


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