Receptionist/Intake Administrative Assistant

Job Responsibilities:

• Answer and route all incoming calls, voicemails, emails and faxes at the corporate office to the appropriate department, staff and/or clinic

• Work alongside the Intake Department to screen and transfer new patient calls to the appropriate Contact Center Queue or Intake Coordinator based on patients’ interest/clinical needs

• Comfort patients by anticipating anxieties, effectively answering questions and escalating any concerns or issues to the appropriate staff when needed

• Follow cancellation, rescheduling and no-show policies and procedures and maintain clear communication with clinic staff when last minute changes are made to appointments/provider schedules

• Manage patient paperwork audit to ensure patients have the proper documentation on file prior to and following appointments across all clinics and modalities

• Perform clerical duties including but not limited to scanning, copying, faxing and uploading patient records, inputting authorization information and managing medical record requests

• Prepare treatment rooms and new patient paperwork alongside Clinical Assistants ahead of patient appointments

• Greet patients upon arrival, follow check-in procedures and notify providers once patients are ready to be seen

• Ensure reception area remains clean and inviting; restock coffee, tea and water as needed

• Maintain office inventory and equipment by anticipating supply needs and expediting supply orders

• Utilize Monday.com to track pending leads and patient communication

• Assist Intake Coordinators by completing administrative tasks that follow intake calls (i.e. creating patient profiles in Tebra, requesting benefits, updating Monday.com, notifying clinic staff, etc.)

• Assist the Director of Admissions in completing weekly and monthly reports to help optimize operations, performance and census (i.e. bonus metrics, 8x8 productivity metrics, Monday.com lead data, online inquiry tracking, etc.)

• Perform additional intake, business development, marketing and clerical tasks as needed or assigned

• Deliver compassionate support, attention, and assistance to all prospective and existing patients and families while ensuring compliance with all health care regulations, including HIPAA

Qualifications:

• High school diploma/GED required

• Great communication and interpersonal skills and a strong affinity for customer service

• Excellent organizational and time-management skills

• Ability to work in a fast-paced environment

• Working knowledge of office management and filing systems

• Proficient computer literacy and strong attention to detail

Working Hours:

This is an onsite, full-time, hourly position including 40 hours/week with staggered shifts Monday-Friday. Shifts will be determined after the first few weeks of training and are subject to change based on business needs, but could include the following:

• 8am-4:30pm

• 8:30am-5pm

• 9am-5:30pm

• 9:30am-6pm