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Front Desk Coordinator

Front Desk Coordinator

Advantage Behavioral Health NetworkCranford, NJ, US
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Office Assistant

Responsible for undertaking a variety of activities in the office, including filing, answering the phone, organizing documents, basic money handling, and more. Reliability and a strong work ethic combined with great communication skills are a must, as well as familiarity with all necessary office equipment, software, and procedures.

Tasks & Responsibilities

A. Essential Duties

  • Greet clients and set a positive office atmosphere.
  • Answer and field phone calls at high call volume and direct to appropriate party.
  • Operate office equipment.
  • Receive and send out mail to Marlton Administrative Office.
  • Facility scheduling and appointment confirmations.
  • Manage appointments (checking clients in and out).
  • Assessing missed appointment fees.
  • Assure all intake paperwork is complete and saved to chart.
  • Upload records and client documentation.
  • Complete prior and ADHD authorizations.
  • Facilitate ADHD screenings.
  • Clinical / medical support.
  • Communicate and facilitate appointment and schedule changes.
  • Send TH appointment links.
  • Send correspondence and assignments on behalf of clinicians.
  • Receive assignments and upload to chart.
  • Schedule psychiatric F / U and ADD screenings.
  • Send out Lyft links for TMS clients.
  • Execute patient letters and requests for D / C and R / 0.
  • Assist with med refill coordination.
  • Complete medication prior authorizations (Medline Only).
  • Triage and coordinate medication processing with pharmacies (Medline Only).
  • Coordination and retrieval of lab orders through LabCorp and Quest.
  • Patient de-escalation and crisis management.

B. Additional Duties

  • Assists and covers other staff when necessary to maintain high productivity and efficiency in the department.
  • As the company continues to grow, additional responsibilities that are essential for the department to be successful will be assigned accordingly.

    • C. Interpersonal Relations

  • Create meaningful connections : Demonstrates ability to function effectively as a part of team. Uses outstanding oral and written communication with employees at all levels of the business for support and sharing of information.
  • Take accountability : Take constructive feedback and prevent discourse among our peers.
  • Live in the solution : Critically thinking should be the solution when problems arise. Having the ability to accept constructive criticism well in an open and non-defensive manner.
  • Be professional : Wear business casual attire (please see dress code policy).

    • Competencies

  • Adaptability
  • Customer service
  • Decision making
  • Dependability
  • Ethics
  • Interpersonal skills
  • Job knowledge
  • Conflict management
  • Organization skills
  • Productivity
  • Self-development
  • Teamwork

    • Performance Standards & Measurement

  • Compliance with essential and incidental duties; compliance with company policies and procedures.
  • Compliance with state and federal laws and regulations applicable to the business.

    • Equipment, Tools & Machines

  • Use of computer, telephone, and other office equipment such as a printer and fax.
  • Use of company network and email domain.

    • Working Conditions

  • Air conditioned and well-illuminated office environment and outdoor environment.
  • May have several responsibilities at once. Interaction with others is constant and can be interruptive.
  • Work may be stressful at times due to high level workflow.
  • Availability to work flexible hours including weekends, holidays, and evenings as required to comply with the purpose of the job and accommodate client needs.
  • Participates in educational training, orientations, or compliance programs as needed to maintain competency.
  • If you must leave your employment with our company, we request employee's to give us at least 14 days resignation notice in writing.

    • Demands

  • Enthusiastic self-starter operating with sustained energy and showing great initiative.
  • Comfort working with a diverse base of support, including members, employers, providers, colleagues, community leaders, volunteers, non-profit organizations, vendors, etc.
  • Excellent interpersonal and communication skills, including ability to read, write, spell in English legibly and without excessive grammatical or communication errors.
  • Talk and hear both by person and by telephone; ability to speak clearly and effectively using proper grammar before patients, employees and business partners, among others.
  • Excellent organizational skills.
  • Accepts constructive criticism well in an open and non-defensive manner. Ability to manage conflicting priorities. Ability to maintain a positive work ethic and a congenial attitude in the face of a high-pressure environment. Ability to function independently and with flexibility.
  • Ability to work under pressure, handle multiple tasks and interruptions.
  • Occasional lifting of moderately heavy office supplies; ability to lift supplies for community events, trade shows, conferences, and other marketing opportunities applicable to the organization; ability to lift, push or pull up to 25lbs.
  • Ability to sit, stand, or walk for extended periods of time.
  • Must have strong computer skills to meet Microsoft Office and Electronic Health Record software requirements.

    • Qualifications

    Education :

  • High school diploma or equivalent required
  • Associate's Degree preferred

    • Required licenses or certifications :

  • Current CPR Certification
  • Narcan Certified

    • Experience :

  • Successful work experience in a front office setting or in another clerical position,
  • Strong working knowledge of office procedures and basic accounting principles
  • Experience in medical field is highly desirable.
  • Computer literate : Microsoft Office (Excel, Word, and PowerPoint) required.
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