Full-time Front Offcie Specialist

Behavioral Health Clinic • Stevens Point, WI

28d • Onsite

About The Position

The Front Office Specialist is a customer service position at Behavioral Health Clinic (BHC), supporting reception and administrative coordination of services. The role helps maintain a high standard of service through effective, pleasant telephone and in-person communication with clients, referral sources, and other professionals. It reports to the Administrative Services Manager and is located in Stevens Point, with business hours from 8:00 a.m. to 4:30 p.m., Monday through Friday.

The specialist welcomes patients and guests, assists with check-in and check-out, forms, payments, and appointment scheduling, and responds to callers with information about BHC services, policies, facilities, and clinicians. The role also maintains patient records and clinician schedules, handles routine communications and follow-up, prepares for the next day, and supports office operations, supplies, facilities, equipment, and basic technology troubleshooting. Employees may also take on other administrative and outreach duties as assigned.

Requirements

• Strong verbal and written communication skills, including a positive and confident tone.
• Ability to multitask with attention to detail and resolve dynamic situations or conflicts calmly and confidently.
• Comfort using computers and proficiency with electronic medical records for front office work.
• General proficiency with Microsoft Office, internet-based email, and social media sites.
• Familiarity with general office equipment, including multiline Zoom phone systems, merchant-account hardware, and video conferencing software and hardware.
• Self-motivation and initiative to complete tasks and solve problems while organizing work according to organizational priorities.
• Ability to take responsibility for actions and decisions, uphold standards and regulations, demonstrate integrity, follow through on commitments, and accept ownership of mistakes.
• Ability to function effectively and thrive in a team environment.
• Willingness to learn.
• Ability to be flexible with availability in response to routine clinic service fluctuations.

Nice To Haves

• Knowledge and general proficiency with health care billing and insurance.

Responsibilities

• Learn and maintain knowledge of BHC services, HIPAA and other relevant policies, billing and insurance processes, facilities, and clinicians’ schedules and specialties.
• Greet patients and guests and assist with demographic confirmation, check-in and check-out, forms, payments, and appointment scheduling.
• Answer incoming calls, handle callers’ needs, take and prioritize messages, communicate relevant information, and complete appointment follow-up documentation.
• Keep the waiting area, hallway, and front office tidy and welcoming.
• Use the electronic medical record system for front office work and update patient records accurately and promptly.
• Ask patients and callers how they heard about BHC and how the clinic can better assist them.
• Check voicemail, company email inboxes, and the fax machine at least every 30 minutes, and process inquiries or distribute messages promptly.
• Maintain clinician schedules across programs; review them for errors and completeness, resolve conflicts, and maintain a client waiting list.
• Prepare clinician schedules, testing supplies, new-client charts, room schedules, and other materials for the following day.
• Document shift status and open items in written handoff notes with appropriate detail and priorities.
• Make outbound calls about appointments, payments, records requests, insurance verification, outreach, and other customer service matters.
• Maintain office and facility supply inventory, order supplies as needed, and keep records related to facilities, supplies, and equipment.
• Troubleshoot hardware and software issues and coordinate with external service providers for advanced support.
• Complete other assigned duties, such as processing work items, maintaining documents, restocking, mailings, chart audits, proofreading reports, outreach, and filing.

Benefits

• Eligible employees may receive a competitive benefits package, including health and wellness benefits, paid time off, retirement benefits, and other employee resources. Eligibility varies based on employment status and plan requirements.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed