Customer Service Representative

Spear Physical and Occupational Therapy•New York, NY

13d•Hybrid

About The Position

Spear is seeking a passionate and reliable remote Customer Service Representative. You would be required to be in New York for three weeks of training. This role serves as a liaison between patients and therapists, focusing on customer service and providing accessibility to care. Responsibilities include facilitating patient visits, appointment scheduling, handling all aspects of appointment scheduling, accurate data entry, answering incoming phone calls, and handling online appointment requests and contact requests. Customer Service Representatives are expected to be proficient in all the aforementioned areas.

Requirements

Previous customer service experience.
Someone who is hospitable, welcoming, and team-orientated.
Strong communication skills and ability to multi-task.
A strong attention to detail and willingness to grow.
High school diploma or equivalent.
Relevant customer service experience helpful.
Excellent verbal and written communications skills.
Experience with multi-line phone system helpful.
Remote position requires a quiet private space at home to set up a workstation not too far from their internet router.
Able to work 5 rotating shifts ranging from 7am-4pm, 8am-5pm, 9am-6pm, 10am-7pm, 11am-8pm. All shifts are required.
Home internet speed 300 MBPS or better.
Able to commute into NYC for initial 3 weeks of training.
Excellent communication skills with patients, peers and management.
Manual dexterity to manipulate office equipment and make written notations.
Ability to use computer keyboard 25-90% of each workday.
Ability to sit at desk for 25-90% of each workday.
Hearing acuity to communicate over the telephone.
Visual acuity to read information in print and on computer screen.
Has been determined as eligible for access to/use of PHI & EPHI based on work duties and responsibilities in compliance with ‘minimal necessary standards
Has read Spear’s policy and procedure manual this calendar year

Nice To Haves

BA.BS degree preferred, not required.

Responsibilities

Serve as a liaison between patients and therapist with a focus on customer service and providing accessibility to care.
Facilitate patient visits and appointment scheduling for therapists.
Handle all aspects of appointment scheduling, including accurate data entry, answering incoming phone calls, handling online appointment requests and contact requests.
Respond to all calls professionally with a warm tone, patience, and compassion.
Answer at least 55 incoming phone calls per day, including NPH and overflow calls.
Answer a minimum of 20 New Patient Hotline calls per day.
Take messages that are accurate, legible, complete with names, dates, time, phone number, correctly routed to appropriate person.
Listen to voice messages and be able to respond within 15 minutes of a call.
Answer incoming online appointment requests & contact requests within 30 minutes of receipt.
Accurately update & maintain online request trackers with status of the request, scheduled appt dates, times, clinic & acct numbers.
Make a minimum of 40 outbound calls per day.
Answer a minimum of 15 new patient hotline calls per day.
Schedule appointments for new patients, following the best scheduling practice rules.
Gather patient demographic information and create the account.
Schedule follow up appointments for existing patients.
Reschedule appointments.
Cancel appointments and follow correct cancellation rules & update providers' schedules with detailed notes.
Follow template guidelines for length of time, time of day, and appointment type.
Mail/Email appropriate instructions to patients when necessary.
Follow up on emails within an hour of receipt.
Work on tasks assigned to the Customer Service Team on Raintree.
Uphold our “SPEAR-IT” standards by providing 5 Star customer service to fellow employees and to our clients, patients and referral sources.
Assist in marketing our practice both internally to our patients and externally to our physicians and referral sources.
Demonstrates empathy, concern and respect for the needs of others.
Maintains a pleasant tone; stay alert and actively listens.
Promotes positive interpersonal relationships with customers by discussing situations in a non-threatening way, displaying sensitivity, compromising as appropriate.
Consistently interacts with others in a courteous and professional manner.
Maintains confidentiality.
Performance consistent with Spear Clinic Employee Handbook.
A role model in establishing and maintaining working relationships that foster teamwork and effective communication.
Uses proper communications for voicing concerns.
Demonstrates support for others in accomplishing work.
Expresses appreciation.
Demonstrates flexibility in adapting to changing needs.
Concerned with work of others.
Consistently considers the effect of actions on others and team goals.
Anticipates and works to prevent problems.
Consistently follows company guidelines regarding attendance, paid time off or leaves of absence.
Communicates effectively.
Is consistently productive.
Initiates ideas, interventions or procedures that reduce costs and streamline operations while improving quality.
Initiates innovations and improvements.
Lead efforts in applying new methods.
An active participant and contributor to innovations and improvements.
Open to change.
Contributes readily to improvements and responds positively to suggestions.
Supports final decisions.
Seeks additional duties when work has been completed.

Benefits

One Medical paid membership.
Mental Health benefits that include paid time off and support services through Journey Live & employer sponsored EAP program.
Medical, Dental, Vision Benefits
Commuter FSA Plan.
401(K) Safe Harbor Match: SPEAR will make a matching contribution equal to 100% of the first 3% of annual compensation, plus 50% of the next 2% of annual compensation. The total SPEAR matching contribution will not exceed 4% of your annual compensation
Generous paid time including PTO, Floating Holidays, Company Holidays, Mental Health
Commuter FSA Plans – pretax savings plans for travel to & from work
Employee Perks: discounted rates for entertainment, travel, fitness, insurance plans, etc.
Gym membership discounts with Blink & Crunch Fitness.
Company Events - Annual Summer Picnic and Holiday Awards Celebration