Front Desk Coordinator

POSITION SUMMARY: 

The Front Office Coordinator is responsible for all aspects of managing the front office and coordinating care for participants. This role Interacts with children and families, insurance companies, and sales representatives, as necessary, to register, schedule, request authorizations, provide guidance to families and stakeholders, and manage clinic supplies. The Front Office Coordinator is further responsible for complete, timely, and accurate identification and submission registration, authorization, and billing paperwork. Excellent customer service skills are essential as a first point of contact and post visit. 

About Familylinks:

For over six decades, Familylinks has served the diverse communities of Western Pennsylvania. Last year alone, we supported over 11,000 people of all ages, backgrounds, and beliefs. Our mission is to positively impact lives through integrated community, behavioral, and social programs. We seek dedicated and passionate individuals to help us continue making a difference. Familylinks offers family-centered services in Behavioral Health, Service Coordination, Youth and Family, and Aging Services.

What perks does Familylinks offer?

• Opportunity for low to no cost medical insurance
• Free Dental/Vision Insurance
• Generous PTO
• Paid Holidays, Clearances, and Training
• Employee Recognition Program
• Employee Referral Program
• Tuition Reimbursement and Eligibility for Student Loan Forgiveness
• Optional 403(b) Retirement Plan w/ Employer Match
• Career Advancement Opportunities

Assignments 

• Greet visitors and notify staff as participants arrive for appointments. 
• Maintain a neat and organized appearance of the clinic public areas and front office. 
• Create and submit demographic information into the Electronic Health Record. 
• Explain insurance and co-pay expectations to participants and families collaboratively. 
• Provide outstanding customer service to participants, families, and develop and maintain a positive working relationship with internal and external consumers. 
• Work with families and Familylinks staff to schedule participants and request records/orders. 
• Answer multi-line phones and communication systems in a pleasant and professional manner. 
• Screen and appropriately direct communications (i.e., phone calls, mail, email) to the appropriate staff. 
• Verify prior authorizations and/or pre-service requirements are met. 
• Perform participant appointment reminder calls to maximize utilization. 
• Proactively manage and maintain all outstanding authorizations. 
• Manage all activities related to service authorization in the electronic health record and track movement of authorizations throughout the organization and with payers. 
• Proactively communicate with insurance companies to ensure all consumers are currently authorized for scheduled services. 
• Adhere to Familylinks, state, local, and federal policies and procedures for completing reports, forms, and office paperwork. 
• Collect copays from participants and families and manage the deposit process. 
• Document all account activity and correspond to inquiries in a timely manner. 
• Document all interaction with payers and participants. 
• Review relevant registration and authorization reports and troubleshoot problems. 
• Review accounts and authorization work queues daily to ensure claims are submitted within timelines outlined in the company billing policy. 
• Report to supervisor and/or manager any problems or issues resulting in non-approval trends or issues arising during account review. 
• Input client insurance and/or funding source information, pending prior authorization information, treatment plan information, proposed minutes for treatment, office Tax ID, NPI 
• Scan, record, and disseminate all communications, records, and documents in a timely and orderly manner. 
• Monitor security cameras to ensure the safety and security of the clinic. 
• Assist the Program Manager in the monthly health and safety requirements for the clinic. 
• Communicate to the Program Manager any potential issues or delays in updating participant information within the electronic health record. 
• Learn payer's policy and procedures, documenting payer coverage policy guidelines to ensure clinic adherence. 
• Work with internal agency departments to coordinate services and/or to provide resources. 

General Assignments 

• Record time and attendance via HRIS and Timekeeping system. 
• Attend meetings/training as requested/required. 
• Model the organization's mission, vision, and values. 
• Other duties as assigned. 

Education & Qualifications 

• High School Diploma or GED required. 
• 2-5 years of experience in a front office, billing, managed care, or healthcare environment. 
• 1 year of behavioral health services experience, preferred. 
• Working knowledge of computer and Microsoft Office Suite and demonstrated efficiency with utilizing these systems. 
• Ability to maintain confidential information within guidelines established by HIPPA and organizational policies. 
• Effective time management skills and the ability to manage multiple tasks at one time. 
• Flexibility to manage change, prioritize and perform multiple functions and tasks. 
• Ability to relay authorizations and billing procedures in an easy-to-understand manner. 
• Ability to maintain a professional appearance and demeanor. 
• Effective communication with staff at all levels and external stakeholders. 

Familylinks takes pride in its status as an Equal Opportunity Employer. Our policies, applicable to both current team members and prospective candidates, prohibit discrimination based on race, color, religious creed, disability, ancestry, national origin, age, sex assigned at birth, sexual orientation, transgender identity, gender transition, gender identity, gender expression, military or veteran status.

Find other positions that you may be interested in here: https://familylinks.e3applicants.com/careers