Front Office Manager – Child and Family Outpatient Clinic – Federal

POSITION SUMMARY: Oversee and contribute to the front office administrative operations of the Child & Family Outpatient Clinic. Provide greeting and reception to the children and families we serve, support scheduling and administrative needs of clinicians, and insure smooth administrative functioning of the clinic. Help to maximize efficiencies and collaboration across these processes while providing an outstanding customer service experience for the people we serve, staff, and the larger community. Supervise the front office Administrative Assistant as well as the Day Porter positions at the clinic.

HOURS: M/W 8am-7pm, T/Th 8am-6pm, F 8am-4pm (some flexibility to set schedule within the clinic hours)

ESSENTIAL JOB FUNCTIONS:

  • Create a positive experience for consumers and guests through exemplary customer service and professional conduct through the front office. Ensure front office area and larger building is aesthetically pleasing, safe, and friendly for all guests.
  • Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely and courteous fashion.
  • Accurately schedule consumer appointments with therapists, psychiatric providers, and other clinical staff. Input and extract data from the appointment scheduling system as needed. Maintain Outlook calendar tasks and meetings for the facility. Respond to all emails in a timely fashion and fulfill requests as appropriate.
  • Check-in consumers at each visit. Support the collection of necessarily information and completion of appropriate forms during the check-in process. Verify demographic and insurance information and collect co-pays. Understand insurance and accounts receivable information to maintain minimal consumer balances.
  • Maintain each consumer's HIPAA rights, and other protections of confidentiality and privacy. Follow outlined procedures for maintaining paper and electronic medical records.
  • Ensure prompt, accurate, and efficient handling of documents for filing and scanning. Make sure consumer records are accurate and complete.
  • Copy/scan/fax information as required. Complete requests for information from both clinical and administrative staff. Sort and distribute incoming mail, and prepare outgoing mail.
  • Follow organizational and departmental rules and guidelines.
  • Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct. Compose some routine correspondence. Generate and submit necessary reports.
  • Arrange transportation authorizations and the transportation for dependent clients.
  • Complete requisitions for needed office supplies and equipment. Coordinate basic office maintenance and janitorial needs.
  • Provide for coordination of clinic needs and program. Perform a variety of administrative duties in order to ensure smooth running of the clinic. Refine and enhance processes within the front office and medical assistant roles to insure maximal efficiencies.
  • Help to organize, review, and analyze team performance data to support the operations, program development, and management of Child & Family Outpatient Services.
  • Provide supportive supervision and oversight to Administrative Assistant and Day Porter positions at the clinic.
  • Perform other duties as assigned, based on individual site needs.

EDUCATION: High School Diploma or equivalent, college degree preferred.

EXPERIENCE: Minimum of two years Administrative Assistant experience. Health clinic and/or human services background preferred. Supervisory experience preferred.

SKILLS AND COMPETENCIES:

  • Proficiency with Microsoft Office applications (Word, Excel, Outlook, Power Point). Intermediate understanding of computers and functionality.
  • Ability to type 60 wpm.
  • Must develop proficiency in navigating and utilizing electronic health record.
  • Strong organizational skills and ability to create systems.
  • Knowledge and use of grammar, spelling, punctuation and word definitions. Communicate in a positive manner, both verbally and in writing.
  • Able to critically think through situations or circumstances that will allow you to work independently. Ability to resolve problems quickly and objectively.
  • Strong work ethic reflecting accountability, responsiveness, and commitment to MHCD's mission and community mental health.
  • Must be able to work well with consumers who have mental health needs. Must be able to work with a diverse population.
  • The ability to laugh with others and have a sense of humor.
  • Bilingual Spanish preferred (extra $2.50/hr rate incentive).

SUPERVISORY RESPONSIBILITIES:

  • Supervise the Administrative Assistant and Day Porter positions at the Child & Family Outpatient Clinic. Insure Front Office operational standards are met.

TYPICAL PHYSICAL DEMANDS: Ability to sit, stand, bend and reach, operate standard office equipment such as phone, computer, facsimile, copier/printer/scanner, and other business machines. Occasional lifting up to 40 lbs.

MACHINES AND EQUIPMENT TO BE USED: Computers, calculators, fax machines, copiers, telephone and a variety of other office/clerical equipment.


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