Office Support

Blair Family Solutions•Altoona, PA

2d•Onsite

About The Position

Work as part of a team to maintain the effective and efficient running of the front desk/reception area. Consistently meet the needs of clients, employees, therapists, visitors, and outside agencies. Perform various office tasks, including: data entry, copying, faxing, filing, preparing new files, collecting and documenting client information, changes, etc. Ensure the waiting area is clean, neat, and welcoming at all times. Maintain a safe environment for all workers and visitors to the office. Office Support Staff is responsible for document preparation, recordkeeping, reception, file maintenance, and related clerical support functions. Office Support Staff is also responsible for conducting transactions with other employees or the public in matters requiring knowledge of laws, rules, procedures, policies, and precedents.

Requirements

High School Diploma/GED
All necessary child abuse clearances (PA Criminal Record Check, PA Child Abuse Clearance, and Federal Criminal History Clearance)
Valid driver’s license
Auto insurance
Communication Skills – Transmits information clearly, in writing and/or verbally; Clearly and consistently communicates with clients, supervisors, and families
Customer Service Skills – always puts the client first
Problem Solving Skills – Demonstrates sound judgement and decision-making
Organizational Skills – uses an organized approach to job responsibilities
Active Listening Skills – Consistently uses good active listening skills
Professionalism – acts with professionalism and integrity in all work environments
Initiative – takes initiative and is proactive
Responsive – attentive/responsive to needs of internal and/or external clients
Patience – able to maintain patience in all situations
Consistency – able to handle all situations and treat all people with consistency
Ability to work closely with others
Ability to manage time and meet frequent deadlines
Ability to adapt to a changing work environment and work with interruptions
Ability to provide close attention to detail
Ability to work under high pressure
Ability to maintain accurate paperwork and data entry
Ability to analyze information and apply standard practices
Ability to utilize creativity to problem solve
Ability to follow and maintain confidentiality and safety policies
Ability to analyze information and apply standard practices
Ability to communicate orally and in writing
Ability to hear conversation
Ability to observe behavior
Ability to analyze actions and behaviors
Ability to write and type
Ability to use a phone, computer, and standard office equipment
Ability to stand
Ability to walk
Ability to sit
Ability to drive
Ability use legs/arms to climb
Ability to balance
Ability to lift
Ability to work in various temperatures
Exposure to intermittent noise above 85DB
Exposure to chemicals (cleaning)

Nice To Haves

Specific duties as needed, specific to the outpatient program.
Help other areas or departments as needed.

Responsibilities

Sensitively greet and process clients and visitors to the office and announce them to the appropriate therapist.
Update client demographics and insurance information for all clients.
Take and record payments accurately.
Utilize expert customer service skills with both internal and external customers, conducting all interactions in a pleasant and professional manner.
Explain policies and procedures to inform customers or correct processes.
Assist clients with completing forms and documents.
Deal tactfully and professionally with people and maintain sensitivity.
Accurately take messages.
Type and/or key in a variety of documents, including reports, labels, and receipts, following specified formats, using computer and/or printer.
Respond to telephone calls as quickly as possible, announce callers, and transfer calls as necessary.
Handle intakes for new clients via telephone.
Make appointment reminder calls daily to clients.
Utilize computerized systems to provide requested information.
Update and correct file information to maintain accurate files.
Copy documents using a photocopier or computer printer to maintain records.
Create documents such as charts, forms, and logs to meet departmental needs.
Enter sessions into the database immediately.
Accurately process payments into the database.
Make billing corrections as directed.
Schedule new and existing clients in the scheduling system.
Take new referrals and schedule clients for appointments.
Verify Access insurance (EVS) daily.
Process discharge paperwork.
File information alphabetically, numerically, and chronologically according to office procedure to maintain organized and accurate filing systems.
Locate and retrieve files from client charts.
Dispose of old files in accordance with policy.
Write legibly to record information.
Accurately verify insurance information, including EVS checks, prior to initial appointments and as needed thereafter.
Prepare new client charts.
Prep for daily visits by pulling client charts and filing charts following visits.
Merge and assemble files to maintain records.
Deliver and/or pick up files to provide requested information.
Photocopy files as requested.
Manage multiple projects/tasks at one time.
Manage time throughout the day.
Adapt to a changing work environment and work under high pressure.
Work with interruptions.
Provide close attention to detail.
Maintain accurate paperwork and accurate data entry.
Work closely with others.
Perform all other duties as requested.
Perform various duties as needed, specific to the outpatient program.
Help other areas or departments as needed.
Ensure waiting area is clean, neat, and welcoming at all times and that the bathrooms are checked for paper towels and toilet paper throughout the day.
Report any safety issues to your supervisor.
Utilize creativity to problem solve.
Communicate information clearly and concisely to others.
Understand and follow oral and written instructions.
Prepare simple correspondence.
Read and understand manuals.
Maintain confidentiality of information.
Ensure proper documentation, release, and maintenance of medical records.
Comply with all HIPAA regulations.
Ensure records are never released without Director approval.