Front Desk Coordinator
About The Position
Therapeutic Health Services (THS) is seeking a Front Desk Coordinator to ensure the smooth operation of a non-Medication Assisted Treatment THS location. This role involves supervising the staff and functions of the support services unit, ensuring the quality and timeliness of administrative activities, appointment scheduling, reception, purchasing, client records, administrative files, administrative and statistical reports, equipment maintenance, facility maintenance, and other related work. THS has been providing evidence-based, culturally appropriate, and compassionate behavioral health treatment for children, youth, and families with substance use and mental health disorders since 1972. They are dedicated to fighting the opioid epidemic, providing support for those experiencing homelessness, lowering barriers to behavioral health access, and specializing in serving the BIPOC and LGBTQIA communities.
Requirements
- High School Diploma or Equivalent
- Two years of prior experience, including similar duties
- Strong customer service skills, including proficiency in phone etiquette.
- Familiarity with office products, equipment, and procedures.
- Experience with computers, including data entry and record maintenance.
- Ability to adhere to confidentiality requirements.
- Excellent organizational skills.
Nice To Haves
- Experience in a medical setting is preferred.
Responsibilities
- Maintains a professional demeanor at all times.
- Resolves personnel conflicts with input from the Support Services Manager and/or HR.
- Maintains operating procedures for the support services unit, consistent with applicable laws and regulations and direction from the Support Services Manager.
- Implements needed improvements in administrative processes and workflows; reviews changes in conjunction with the Support Services Manager.
- Intervenes with clientele and employs de-escalation techniques as necessary.
- Serves as a liaison at the site level in coordinating between distinct programs within THS: medical, SUD, etc. Involves program managers and the Support Services Manager, as necessary, to resolve concerns.
- Equitably manages space concerns at the location, including office and parking spaces.
- Ensures that reception and appointment scheduling functions are staffed during all hours of operation.
- Collaborates with patient care representative and appropriate program manager to assure adequate coverage for intakes and assessments.
- Ensures that all equipment is maintained for efficient operation and longevity and instructs staff in its correct operation.
- Ensures overall general maintenance and appearance of the facility, including neatness of the reception area and other common areas.
- Recommends arrangements for equipment purchase, equipment maintenance, purchase of office supplies, and contracting for facility maintenance with approval from the Support Services Manager and/or CEO.
- Ensures all active clients receiving services have an active profile in the EMR system.
- Ensures that all documents are scanned into the client’s electronic chart within 60 days.
- Prepares statistical and administrative reports (i.e., medical records, all staff minutes, accessibility reports, incident reports).
- Acts as the Health and Safety representative for the location.
- Reports the receipt of subpoenas, court orders, and any other legal documents to the CEO and Executive Assistant.
- Performs other duties as assigned.
Benefits
- Employer paid medical/dental/vision insurance packages.
- Employer paid life insurance.
- 12 accrued vacation days per year.
- 12 days sick leave accrual per year.
- Mental Health Day.
- 1 Personal Day.
- 12 Paid Holidays.
- Flexible Spending Plan.
- 403(b) Retirement plan.
- Employee Assistance Program.
- Training Allowance/License Reimbursement.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
