Part-Time Front Desk Coordinator (Wednesdays Only)

Community Medical Services•North Aurora, IL

6d•Onsite

About The Position

Community Medical Services (CMS) is seeking a Client Services Coordinator to serve as the welcoming face of an outpatient clinic. Under the supervision of the Clinic Manager, this role greets clients and visitors with professionalism, compassion, and a trauma-informed approach, and helps coordinate client care through appointment scheduling, walk-in intake support, and responding to client concerns. The position contributes to CMS’s work helping individuals recover from substance use disorders in a supportive healthcare environment. This is a part-time position scheduled every Wednesday from 7:30 a.m. to 4:00 p.m. The schedule is consistent each week. The role works in an outpatient clinic setting and involves frequent interaction with clients, visitors, providers, and colleagues. Duties include front-desk and electronic health record work, client flow coordination, payment and cash handling, insurance verification, maintaining the reception area, and general office support. In certain states, employees must travel to the bank for cash deposits and meet motor vehicle record requirements. CMS is a CARF-accredited addiction treatment program providing outpatient medication-assisted treatment and individual and group counseling for people seeking help with opioid use disorder. Headquartered in Arizona, the organization has more than 70 treatment clinics in 14 states. CMS is an equal employment opportunity employer and may provide reasonable accommodations to enable individuals with disabilities to perform essential functions. Duties may change, and the description is not an exhaustive list of responsibilities.

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 accuracy in medication administration and ability to maintain accurate client records.
Strong organizational skills, accuracy, and attention to detail.
Problem-solving, conflict-resolution, and time-management skills, with strong customer service abilities.
Ability to work as part of a team 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.
Ability to work flexible hours, including nights, weekends, and holidays.
For employees in TX, OH, MN, IN, or WI: valid state-issued driver’s license and MVR clearance are required; a 39-month MVR is required at the time of interview. Employees in these states must pass an MVR check for employment.

Nice To Haves

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

Responsibilities

Greet and attend to clients in person and by phone.
Answer phone calls professionally and courteously.
Manage patient flow for a high volume of clients in a fast-paced environment.
Place outbound calls as needed to schedule follow-up appointments or engage clients in treatment.
Create new 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, organized, and welcoming.
Coordinate walk-in intakes, assist clients with required documentation, and schedule 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 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 deposits 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 topics.
Help maintain inventory and assist with ordering clinic supplies.
Perform general office duties, including document preparation, scanning, and faxing.
Travel to the bank for cash deposits where required.