Client Access Representative

Rimrock Foundation•Billings, MT

3d•Onsite

About The Position

JOB SUMMARY: This position serves as a dual-function role responsible for both front desk reception operations and intake coordination for incoming Rimrock Outpatient, Inpatient, and Residential SUD clients. Acts as a primary point of contact for patients, families, visitors, and community partners by answering phones, greeting walk-ins, coordinating referrals, and facilitating intake and enrollment processes. Completes required intake documentation, assists with scheduling and financial clearance, and ensures accurate data entry and record maintenance within the Electronic Health Record (EHR). This role maintains a welcoming, organized, and secure lobby environment while supporting clinical and administrative teams through communication, coordination, and clerical support. Ensures adherence to Rimrock policies and procedures, CARF standards, state statutes, and federal regulations including HIPAA and 42 CFR Part 2. Positively represents the organization and actively promotes Rimrock’s mission, values, and commitment to quality care and customer service.

Requirements

Minimum of one year of experience working in the Mental Health or SUD field preferred.
Ability to plan, organize work and identify needed resources for clients and linking clients to resources, record keeping, speaking, writing, marketing and public relations skills and computer and word processing ability and counseling skills for this population.

Responsibilities

Serve as the primary point of contact for patients, families, visitors, and community members; answer phones, greet walk-ins, and respond to inquiries.
Coordinate incoming referrals and intake processes for Outpatient, Inpatient, and Residential services.
Communicate and collaborate with internal teams and external partners to connect clients with appropriate services.
Complete, review, and maintain intake and client documentation in the Electronic Health Record (EHR), including demographics, consents, and releases.
Collaborate with the Business Office to ensure financial clearance prior to enrollment in services.
Maintain a welcoming, organized, and secure lobby environment; follow visitor and security procedures.
Monitor and route incoming communications (calls, Sfax, mail) and scan documents per policy.
Serve as backup support for scheduling, admissions, and PFL-related functions as assigned.
Accept and process payments in accordance with Business Office procedures.
Assist with Family Week and special events as needed.
Ensure compliance with HIPAA, 42 CFR Part 2, CARF standards, and Rimrock policies.
Perform other duties as assigned.
Assures that information is collected, organized, reported and used to improve the quality of systems and services.
Obtains feedback from patients regarding their perceptions of the service provided to them and utilizes this information to improve service delivery.
Assures that resources are allocated in accordance with the priorities and plans established by the Strategic Plan.
Recognizes and appropriately reports to supervisor areas within scope of responsibility that fall outside the quality parameters.
Performs self-quality monitoring in order to develop and execute plans to meet established goals.
Models and promotes effective communication.
Provides timely and thorough follow-up with internal and external customers