Part-Time Front Desk Coordinator (Wednesdays Only)

Community Medical Services•North Aurora, IL

About The Position

Community Medical Services (CMS) is seeking a Client Services Coordinator to be the welcoming face of its outpatient clinic. Under the supervision of the Clinic Manager, the coordinator greets clients and visitors with professionalism, compassion, and a trauma-informed approach, and supports the coordination of client care. The role includes scheduling appointments, assisting with walk-in intakes, and addressing client concerns. It is a part-time position scheduled every Wednesday from 7:30 a.m. to 4:00 p.m. The role supports CMS’s mission to help individuals recover from substance use disorders. CMS is a CARF-accredited addiction treatment program offering outpatient medication-assisted treatment and individual and group counseling for people seeking help with opioid use disorder. The organization is headquartered in Arizona and has more than 70 treatment clinics in 14 states. The position works in an outpatient clinic setting and involves frequent interaction with clients, maintaining confidentiality, and handling administrative, scheduling, payment, and documentation tasks. The employee may also travel to the bank to make cash deposits. The job description notes that duties and responsibilities may change and that reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

High school diploma or GED.
At least 1 year of customer service experience.
At least 1 year of front desk experience; preferably at a hospital front desk or multi-physician practice.
Ability to communicate clearly and effectively across organizational levels and with outside providers.
Basic computer knowledge, including the ability to navigate electronic health records.
Cultural competence and sensitivity to client and employee needs.
Demonstrated medication-administration accuracy and ability to maintain accurate client records.
Strong organizational skills, accuracy, and attention to detail.
Problem-solving, conflict-resolution, and time-management skills, along with strong customer service skills.
Ability to work as a team member in a fast-paced setting.
Ability to maintain confidentiality and comply with HIPAA and 42 CFR requirements.
Flexibility to work in a continuously changing environment and flexible hours, including nights, weekends, and holidays.
For employees in Texas, Ohio, Minnesota, Indiana, or Wisconsin: a valid state-issued driver’s license and MVR clearance are required; applicants must provide a 39-month MVR at the time of interview.
Employees who travel to the bank for cash deposits in Texas, Ohio, Minnesota, Indiana, or Wisconsin must pass an MVR check for employment.
Ability to perform the physical demands described for the office setting, including prolonged sitting and standing, frequent bending, stooping, stretching, and typing; regular lifting or moving of up to 10 pounds, frequent lifting or moving of up to 25 pounds, and occasional lifting or moving of up to 50 pounds.

Nice To Haves

Hospital front desk or multi-physician practice front desk experience.

Responsibilities

Greet and attend to clients in person and over the phone.
Answer phone calls professionally and courteously.
Manage client flow in a high-volume, fast-paced environment.
Place outbound calls to schedule follow-up appointments or engage clients in treatment, as needed.
Create new client profiles and enter demographic information in the electronic health record.
Schedule appointments using an electronic scheduling system.
Accurately document client visits in the electronic health record.
Keep the lobby and reception area clean and organized.
Coordinate walk-in intakes, help clients complete required documentation, and schedule them with available providers and counselors.
Verify insurance eligibility through insurance portals and set up billing episodes in the electronic health record.
Establish client payment plans and financial contracts, and collect and post payments.
Protect the confidentiality of client and employee information.
Assist with client de-escalation using a trauma-informed approach.
Triage client issues and help secure appropriate solutions.
Introduce clients to the Recovery Connect engagement app and assist them with using it as needed.
Complete end-of-day tasks, including reconciling deposit and payment records.
Verify cash in the cash box at the beginning of the shift and reconcile the count at the end of the day.
Follow appropriate incident-reporting procedures for unsafe or problematic incidents involving clients or staff.
Participate in in-service education regarding Quality Improvement or required job-focused education.
Help maintain inventory and assist with ordering clinic supplies.
Perform general office duties, including document preparation, scanning, and faxing.
Travel to the bank to make cash deposits.