Full-Time Front Office Specialist

Behavioral Health Clinic (BHC) • Stevens Point, WI

3d

About The Position

The Full-Time Front Office Specialist is a customer service position with Behavioral Health Clinic (BHC), located at the Stevens Point location. The role supports reception and administrative coordination of services, communicating pleasantly and effectively with clients, referral sources, and other professionals to help maintain a high standard of service.

The position requires learning and communicating information about BHC services, policies, facilities, clinicians, billing, and insurance. It handles in-person and telephone interactions, appointment scheduling, patient records, clinician schedules, daily office preparation, supplies, and routine technology troubleshooting. The specialist also coordinates messages and follow-up among teammates and performs other administrative and outreach duties as assigned.

BHC states that 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. BHC is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities throughout the application and employment process.

Requirements

• Strong verbal and written communication skills, including a positive and confident tone.
• Ability to multitask with strong attention to detail and to troubleshoot dynamic interactions and resolve conflict calmly.
• Knowledge and general proficiency with Microsoft Office, internet-based email programs, and social media sites.
• Experience and familiarity with general office equipment, including multi-line Zoom phone systems, merchant-account hardware, and video-conferencing software and hardware.
• High level of self-motivation and initiative to complete tasks and solve problems while organizing work according to organizational priorities.
• Ability to take responsibility for personal actions and decisions, uphold standards and regulations, demonstrate integrity, follow through on commitments, and own mistakes.
• Ability to function effectively and thrive in a team environment.
• Willingness to learn.
• Comfort using computers and proficiency using electronic medical records for the majority of front-office work.

Nice To Haves

• Knowledge and general proficiency with healthcare billing and insurance.

Responsibilities

• Learn and maintain knowledge of BHC services, HIPAA and general policies, billing and insurance, facilities and locations, and clinicians’ schedules and practice specialties or interests.
• Greet patients and guests, assist with check-in and check-out, confirm demographic information, help complete forms, collect payments, and respond to other in-person needs.
• Schedule appointments according to company policy and complete required follow-up documentation.
• Keep the waiting area, hallway, and front office tidy and presentable.
• Answer incoming calls, take and prioritize messages, communicate relevant information to teammates, provide information about BHC, and schedule appointments according to company policy.
• Use electronic medical records for front-office work and update patient records accurately and promptly.
• Check voicemail, company email inboxes, and the fax machine at least every 30 minutes during the shift, and process inquiries or distribute messages in a timely manner.
• Maintain clinician schedules across programs; review them daily for errors, inconsistencies, and completeness, and investigate, resolve, and update conflicts.
• Maintain a client waiting list and notify clients when cancellations occur.
• Prepare next-day clinician schedules, testing supplies, new client charts, room-use schedules, and other required materials.
• Provide detailed written shift notes documenting the status and priority of open items.
• Place outbound calls regarding appointments, payments, records requests, insurance verification, outreach, and other customer service needs.
• Maintain office and facility supply inventory, order supplies as needed, and ensure timely delivery.
• Maintain records related to facilities, supplies, and equipment.
• Troubleshoot hardware and software issues and coordinate with external service providers for advanced technical support.
• Perform other assigned duties, including processing urgent and non-urgent items, maintaining documents, restocking, mailings, chart audits, proofreading reports, community outreach, and filing.
• Ask callers and patients how they heard about BHC and how the clinic could better assist them.
• Remain flexible with availability in response to routine clinic service fluctuations.

Benefits

• Eligible employees may receive 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
• Career Level: Entry Level
• Education Level: No Education Listed