Part-Time Front Desk Coordinator (Tuesday & Thursday Only)

Community Medical Services•Olympia Fields, IL

About The Position

Community Medical Services (CMS) is seeking a Client Services Coordinator to serve as the welcoming face of its clinic. Under the supervision of the Clinic Manager, the coordinator greets clients and visitors with professionalism, compassion, and a trauma-informed approach and helps coordinate client care. The role is based in an outpatient clinic environment and supports people seeking treatment for substance use disorders. The position is part-time and works every Tuesday and Thursday from 8:30 a.m. to 5:00 p.m. The coordinator manages reception and patient flow, schedules appointments, supports walk-in intakes, handles client concerns, and completes documentation and payment-related tasks. The role also involves maintaining confidentiality, assisting with de-escalation, and performing general office duties. Duties and responsibilities may change as business needs require.

Requirements

High school diploma or GED.
At least 1 year of customer service experience.
At least 1 year of front desk experience.
Ability to communicate clearly and effectively with people at all 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, time-management, and customer-service skills.
Ability to work as part of a team in a fast-paced setting.
Ability to maintain confidentiality and comply with HIPAA and 42 CFR.
Flexibility to work in a continuously changing environment.
Ability to work 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; a 39-month MVR is required at the time of interview. Employees in those states must also pass an MVR check for employment.

Nice To Haves

Front desk experience at a hospital or multi-physician practice is preferred.

Responsibilities

Greet and attend to clients in person and over the phone.
Answer phone calls professionally and courteously.
Manage patient flow in a high-volume, fast-paced environment.
Make outbound calls to schedule follow-up appointments or engage clients in treatment, as needed.
Create client profiles and enter demographic information in the electronic health record.
Schedule appointments using the electronic scheduling system.
Document client visits accurately in the electronic health record.
Keep the lobby and reception area clean and organized.
Coordinate walk-in intakes, including helping clients complete required documentation and scheduling them with an available provider and counselor.
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 de-escalation using a trauma-informed approach and triage client issues to identify appropriate solutions.
Introduce clients to the Recovery Connect engagement app and help them navigate it.
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.
Use appropriate incident-reporting procedures to document unsafe or problematic incidents involving clients or staff.
Participate in in-service education related to Quality Improvement or required job-focused education.
Help maintain inventory and assist with ordering clinic supplies.
Perform general office duties, including document preparation, scanning, faxing, and other tasks.
Travel to the bank to make cash deposits.