Receptionist

Education and Experience          

High School Diploma or Equivalent. Computer data entry training or experience; office skills training or experience; demonstrated communication and organizational skills, customer service experience preferred.

 Essential Duties, Responsibilities and Core Competencies

 Administrative Duties

A.  Work under the supervision of the Office Manager, completing a variety of tasks designed to ensure the smooth operation of the agency’s office and clinical record system.

B.  Coordinate the flow of information between multiple sources including the public, staff members, client charts, agency digital files, and office voicemail boxes.

C.  Greet visitors, answer and route phone calls for staff, and check front desk voice mail routinely throughout the day.

D.  Setup and maintain clinical charts, including scanning documents into client records.

E.  Set up the treatment rooms for scheduled appointments.

F.   Perform data entry, word processing, and transcription duties as needed.

G.  Provide clerical and other necessary support to staff.

H.  Post meeting room schedules daily.

I.    Assist staff in making direct contact with families and community agencies at all phases of program services.

J.   Manage data collection and entries, including evaluative instruments.

K.  Ensure Satisfaction Surveys are distributed to all youth and families at completion of each episode of care

L.   Distribute mail and coordinate interoffice mail daily.

M.  Provide clerical support such as creating documents, copying, mailing, filing, faxing, as needed.

N.  Maintain kitchen area in order to maintain a professional environment for visitors, family members, and clients; this could include washing dishes, cleaning off counters, regularly cleaning out the refrigerator, etc.

O.  Assist in keeping client contact information up to date in electronic health record and scheduling platform.

P.   Assist clients with the completion of intake and other paperwork as needed.

Q.  Assist staff and clients in scheduling/rescheduling appointments as needed.

 Professionalism

      A.   Demonstrate the willingness and ability to accept direction from various agency staff in relation to agency principles and guidelines.

B.  Abide by ethical codes, mission, values, and professional standards, including confidentiality and HIPPA.

C.  Participate in continuous quality improvement efforts.

Leadership

A.  Demonstrate and communicate knowledge of agency’s policies, practice guidelines and information pathways.

B.  Demonstrate flexibility adapting to program change.

C.  Model good communication skills.

D.  Present a positive attitude, professional demeanor and demonstrated respect with youth and young adults, families, staff, visitors, and community partners.

E.  Establish rapport by demonstrating and maintaining clear, consistent, appropriate, and   therapeutic boundaries.

F.   Demonstrate effective verbal intervention skills in de-escalating youth and adults and an ability to safely navigate crisis situations.

G.  Actively utilize, reference, and follow agency policies, procedures, and guidelines.

H.  Perform all work tasks in a proper and safe manner per established policies, procedures, and guidelines to prevent unnecessary injury, time loss and agency expense.

I.   Comply with all federal, state and agency health and safety reporting requirements.