Front Desk Receptionist

Creative Speech Solutions, LLC (located in Summit, NJ) is hiring a part-time Front Desk Receptionist to provide support to our dynamic team of therapists. The position is 20 hours/4 days per week - 2 earlier days 8am-1pm and 2 later days 1:45pm - 6:45pm.  Hours and days are subject to change.

If working with people who are dedicated, compassionate, and concerned about their patients is essential to you, then you'll appreciate being a part of our team. We've built a strong reputation for the outstanding level of care that we provide!

Creative Speech Solutions, LLC, a multi-disciplinary pediatric therapy center with a dynamic team of speech-language pathologists, occupational therapists, and administrative support staff. CSS provides the following services: speech, language, occupational, feeding, and literacy therapies along with social skills groups. CSS therapists also run Camp PAL, a six-week summer camp for children with learning differences.

We strongly believe that working together, as a team, is imperative to maximize the progress made by each child we treat. The CSS philosophy is to provide a warm, nurturing environment to help children to reach their maximum potential, one step at a time.

Job Responsibilities

• Greeting and Assisting Patients
  • Provide a friendly, professional experience
  • Confirm and update patient information in the system
  • Answer inquiries and direct patients to the appropriate areas

• Scheduling and Appointment Management
  • Schedule and confirm patient evaluations, ensuring the office calendar is organized, accurate, and up-to-date
  • Reschedule, cancel, follow up on missed appointments
  • Schedule Flex appointments
  • Send reminders to patients via phone and email

• Patient Intake and Documentation
  • Collect new patient information and relevant documentation to create charts
  • Ensure proper consent forms/ authorizations are completed before evaluations
  • Input new patient data into the system accurately

• Handling Phone Calls and Emails
  • Answer inbound calls and respond to emails in a timely manner
  • Check voicemails and respond accordingly
  • Take messages and direct them to the appropriate team member

• Data Entry and Record Keeping
  • Maintain accurate patient records
  • Update and organize files, ensuring compliance with privacy regulations (HIPAA)
  • Handle and maintain confidential information with discretion

• Customer Service and Conflict Resolution
  • Handle any patient complaints or concerns with professionalism and tact
  • Ensure a positive patient experience by providing courteous, helpful service

• Collaboration with Clinical and Administrative Staff
  • Work closely with therapists and other administrative staff members
  • Relay important information between patients and healthcare providers
  • Receptive to feedback and flexible in adapting to new processes
• Office Maintenance and Facilities Administration
  • Maintain and coordinate office cleanliness 
  • Monitor copy machines, postage, and other contracts

Requirements:

• Minimum of 3-5 years Office Administrative or Front Desk experience is a required (in a medical office preferred).
• Strong verbal and written communication skills. 
• Excellent interpersonal skills are key to align with our customer-focused, friendly and personable environment and to provide the best customer service possible. 
• Knowledge of  MS office applications (Word, Excel, & Powerpoint) and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, & Slides) 
• Candidates must be extremely detail-oriented, organized and have strong follow up skills.
• Capable to work in a fast paced environment and through interruptions with ease while managing time well, multitasking and dealing with competing demands.
• Strong troubleshooting and conflict resolution skills.  Knowing when to escalate issues to the Office Manager when necessary.
• Show initiative in analyzing current processes and suggest new ones.
• Ability to work independently or on a group project as a team player.
• Experience using Therabill or another medical billing/scheduling system is a plus.

*ONLY QUALIFIED CANDIDATES WILL BE CONTACTED*