SUMMARY OF FUNCTIONS
Supports company operations by following company policies and procedures. Responsible for performing a variety of duties. This position requires an individual to be multi-tasked, have computer and general office technology skills, great communication skills, and be efficient. Ensures smooth operation of the organization, its core values and mission by being a friendly, welcoming ambassador to the organization’s clients, staff, and visitors.
COMPETENCIES
- Proficient Communication Skills
- Customer Service
- Communication
- Following policies and procedures
- Problem solving
- Ethical Practice
MAJOR DUTIES AND RESPONSIBILITIES
Receptionist Duties : lobby control and customer serviceSchedules clients, ensuring all holes are filled (unpairing, moving clients off leads / supervisors / BCBAs)Ensures assessments are correctly entered and billableResponsible for timely email notification to all required staff of schedule adjustments for the following dayResponsible for daily printing and displaying of “Next Day Schedule” before end of dayEnters Late Client Pick Up per Late Client time sheetsEnsures all changes are highlighted and acknowledged on paper scheduleOrganizes and reviews weekly schedule packets ensuring all corrections have been madeReviews client and therapy staff members’ weekly schedule and ensures accuracy and completionReviews required scheduling reports (No Service Code, Unconverted Appointments) and makes corrections as neededAssists Scheduling & Billing Supervisor with payroll and billing closing functionsTimely email notifications of schedule discrepancies for billing and payroll to all required staffChanges Direct Therapy appointments to Direct Therapy with SPVN as applicableMaintains regular contact to and develops relationships with active clients to identify current staffing needs, requirements and projected new openingsEnsures corrections to paper schedules are entered in systemEnters “excused absences" on system if applicableReviews and coordinates therapy staff PTO with client schedulesResponsible for timely review of email notifications of cancellations and entering into systemEnters admin time used per admin timesheets : unconverting appointments in Central reachTracks center wide client & staff availability and communicates it to the leadership team and intake coordinator to drive hiring and new client enrollmentNotifies leadership with schedule changes such as enters or leaves zone, location change and vacation or termination of servicesMakes sure 30 days’ notice is given by parents before they terminate their contractWorks with intake coordinator when new authorizations are needed / edited to ensure schedule and billing are accurateWorks with intake coordinator to match availability with new clients schedule requestsConfirm schedule changes to the master per parents requestAssists with parent trainings, observations, meetings as approved by the leadership teamCreates, modifies and maintains a 100% accurate master schedule by adding, editing and deleting clients and staff schedules as needed.Creates 100% accurate daily schedule based on current staff and client cancellationsPost daily schedule by 3 : 30 p.m. the previous dayTrack client attendance and charge cancellation feesResponsible for client cancellation follow up procedure and accommodating desired mastersEnter cancellations, late arrivals, early pick-ups, sick days, vacations, and codes these to allow reports to be run in Central ReachMakes changes and monitors daily schedule to ensure smooth operationsMake changes on next day’s schedule based on schedule accountReviews are completed in Central Reach by end of day for the previous dayEnter and maintain availability, labels and credit card information in Payors in Central ReachLiaison between in house scheduling & billing, parents and third party billingEnsures all payment& billing issues are satisfactorily resolvedIs able to give and set up permissions, tags and labels within Central ReachPrepares schedules for billing by correcting time sheets ensuring100% accuracy and runs all pre-billing reports to identify incorrect entriesResponds to scheduling emails within 24 hoursTracks staff and client attendance dailySchedule team meetings with appropriate zone leaders and staffCreates and maintains intensive and detailed schedule updated by (next business day) on a daily basisEnter staff late arrivals, cancellations, sick days and PTO in Central ReachPrepares schedules for billing by ensuring proper authorizations are selectedOn Wednesday morning, gives all information for billing and payroll to the practice administratorPrepares schedules for payroll by ensuring 100% accuracyComplete all admin time notes and ensures back up time sheets have been completed and signed admin schedulesObtains signed schedule confirmations from the therapists on daily schedulesGets approval for all admin time & over time from the Directors before delegating to staffResponds to staff emails within 24 hours and brings staff concerns to leadership teamFacilitates weekly billing for all clientsEnsures insurance information, authorizations are accurate and billed correctly for all clients and refers to third party billing as necessaryMaintains accounts in scheduling software on daily basisMonitors aging of bills and creates report to communicate to leadership on a bi- weekly basisCompletes weekly pre-billing by Tuesday at 5 : 30 p.m.Over sees messaging and file management within Central ReachCommunicates with parents regarding early / late pick-ups and daily schedule changesCalls parents about health and safety issues. Sends out team meeting notices, center closures, holidays and after hour servicesGets doctors notes when child returns for services and gives to billing teamResponds to scheduling emails within 24 hoursHandles all calls and visitors in a friendly, professional and welcoming mannerPerforms other duties as requiredORGANIZATIONAL RELATIONSHIPS
Reports directly to the Director of Operations
SUPERVISORY RESPONSIBILITIES
N / A
WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodations. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to type, handle objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. May be required to lift up to 50 pounds (e.g. computers, monitors, printers, etc.).
POSITION TYPE / EXPECTED HOURS OF WORK
This is a full-time position. Days and hours of work are Monday through Friday, 8 : 30 a.m. to 5 : 30 p.m. Some rotational Saturdays 9am-3pm
TRAVEL
Travel is minimal (if any) and primarily local during the business day.
PREFERRED EDUCATION AND EXPERIENCE
High school diploma or equivalentExperience in medical / behavioral / mental health / therapy related organizationADITIONAL ELGIBILITY REQUIREMENTS
Scheduling experienceSense of UrgencyIs able to work independently and in a team environmentStrong Initiative, ability to anticipate issues proactivelyStrong verbal communication and listening skillsGuest service mentality; has a genuine desire to serve the customerCommunicates in a professional mannerAble to maintain high level of confidentialityHigh attention to detailExcellent organizational and time management skillsMust be able to prioritize and multi-task in a fast paced environmentProficient in Microsoft OfficeCLASSIFICATION
Non-exempt
