Front Office Coordinator

POSITION TITLE: Front Office Coordinator 

REPORTS TO: Office Manager 

DIRECT REPORTS: None 

FLSA STATUS: Non-exempt; regular full-time; employment-at-will position.  

SCHEDULE: The work schedule will generally conform to that of a full-time Monday-Friday 40-hour-per-week schedule to be performed within the Center’s hours of operation. This will include some evening shifts that end at 6:00 PM. 

PURPOSE: The Front Office Coordinator is responsible for providing clerical support to the Center. 

ESSENTIAL JOB FUNCTIONS: 

1. Open office for the day (unlock exterior doors, turn on sound machines, check phone messages and emails).
2. Answer the phone and direct calls to the appropriate staff person or their voicemail.
3. Answer consumer questions, if appropriate, or direct them to the staff member who can help.
4. Take messages from the automated mailboxes.
5. Maintain providers schedules, including scheduling, rescheduling, and cancelling appointments.
6. Write general notes in the EMR (Electronic Medical Record).
7. Maintain supplies of forms needed for routine charts and emergency charts.
8. Open new client’s charts in the EMR and enter appropriate data.
9. Obtain copies of consumers insurance card and driver’s license.
10. Check consumers in for appointments.
11. Complete chart staffing.
12. Cancel and reschedule client appointments as needed.

1. Follow the office closing procedure when closing the office (turn off appliances, lights, and sound machines. Lock exterior doors).
2. Review and update for the client Release of Information and Finance Agreement annually (or as needed).
3. Obtain client’s electronic signature on documentation as needed (treatment plans/plans of care, releases, sliding scale fees, etc.).
4. Maintain staff/client confidentiality whether verbal or written.
5. Report building maintenance issues to supervisor.

The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 

1. High School Diploma or equivalent  
2. Proficient in the English language 
3. Computer literacy, database management, and effective utilization of basic technology 
4. Pass all required background checks

PHYSICAL DEMANDS: 

1. Remaining stationery, such as standing or sitting, for prolonged periods.
2. Frequently moving from one worksite to another to accomplish tasks.
3. Lifting, adjusting or moving objects up to 25 pounds in any direction.
4. Repeating motions that may include the wrists, hands or fingers.
5. Communicating with others to exchange information
6. Ability to focus on computer screens for extended periods of time.