Front Office Admin Assistant

Job Scope :

• Job has recurring work situations involving high degrees of discretion.
• The need for accuracy and effective utilization of available resources is high.
• Errors in judgment could cause disruptions to the Center’s mission and adversely impact attainment of the Center’s goals.
• Incumbent operates under the supervision of the Accounting Manager.

General expectations of this role include :

• To support the vision, mission and guiding principles of The Summit Counseling Center in accordance with ethical standards.
• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines.
• The use of appropriate personal protective equipment is required.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate Summit operating procedures, benefit rules, employment, and safety policies / practices.

Essential Duties and Responsibilities : Front Office :

• Provide the highest level of customer service to all staff and clients.
• Professionally answer phone calls and be able to make use of a phone script.
• Respond to emails and disperse postal mail.
• Explain center services, procedures, and policies.
• Schedule client appointments, manage paperwork and collect payments.
• Data entry.
• Keep office orderly and maintain professional cleanliness.
• Track office supplies.

Administration :

• Attend front office meetings and one-on-one's.
• Support Office Manager in day-to-day tasks.
• Assist with special projects on a deadline to support center's operational needs.
• Effectively and respectfully communicate with clinical staff, front office staff, back office staff, and management.
• Be able to remain calm and detail oriented in a fast-paced environment.
• Be able to work both alone and in a team setting.

Customer Service :

• Interaction with clients via telephone and email and patient portal.
• Includes initiating payment requests, providing statements and receipts, clarification of Center policies, updating charts as information is received, and documenting all interactions in client charts for Center communication.

Additional Duties and Responsibilities :

Any other duties as assigned.

Competencies / Specific Experience or Training Preferred : Education and Experience :

• Associate degree (preferred).
• Administrative Assistant : 1-3 years (Required).
• Customer Service : 2 years + (Required).
• Experience in a counseling or medical front office (Preferred).
• Or equivalent skill, knowledge and experience in areas related to this position.

Knowledge, Skills and Abilities : Technology / Software :

• Experience in Microsoft Excel.
• Experience with electronic health records and data management; familiar with HIPAA compliance.
• Prior experience with Microsoft Office 365 Environment, Sharepoint, and desktop applications.

Communication :

• Contacts are across the entire geographical and professional community.
• Community contact is a critical component of success in developing good will and interest in the mission of the Center, as well as creating and maintaining positive Partner relationships.
• Excellent interpersonal and communication skills; able to interface professionally with clients, Partners, multiple departments and Leadership staff internally and externally.
• Always maintain professionalism, both internally and externally.
• Display discernment in sharing of potentially confidential information.
• Ability to adapt to and implement changing policies.

Other :

• Excellent organizational and time management skills.
• Flexibility with schedule, tasks, and / or duties.
• Represents the mission of The Summit in all actions.

Job Conditions :

• The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job the associate is :
• Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear.
• Able to see data and charts and work with multiple monitors and applications at the same time.
• Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.
• Occasionally lift and / or move up to 30 pounds.
• The noise level in the work environment is usually low.
• COVID-19 considerations : Must be Vaccinated or provide proof of medical exemption.
Benefits :
• 401(k)
• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• It should be noted that this position has a Bona-Fide Occupational Qualification (BFOQ) in the area of religion in compliance with U.

S. Code Title 29, Chapter 14, Section 623. Since the mission of the Center is to integrate faith and therapy within the counseling process from the point of view of an adherent of Christian faith, the position requires the willingness to perform this service for clients and to demonstrate adherence to Christian faith by evidence of regular participation in and / or leadership within a Christian community of faith.