Better is Possible.
Receptionist Part-Time 30 hours/week
FamilyMeans is currently seeking a part-time, 30 hours per week Receptionist. This individual will work 30 hours per week and the position requires an individual who has the flexibility to work day and evening hours. This position is an hourly, nonexempt position and would report directly to the Clinical Operations Supervisor. In this role, the individual’s primary work location would be the front desk located at the agency’s Stillwater Main Office.
The purpose of this position is to provide courteous and efficient reception to all who contact FamilyMeans in addition to agency-wide administrative support. In this role, the incumbent ensures smooth and efficient operation of the front desk and timely, accurate clerical services. This opportunity is highly customer service-driven and works as an agency-wide support function. The perfect candidate would be someone who is supportive, collaborative, and willing to cross-train where needed to provide backup support when needed or in the absence of peers.
ESSENTIAL DUTIES and RESPONSIBILITIES:
Administrative Support for Reception Area 95% of Total Time
- Ensure that clients, volunteers, interns and employees have an exemplary experience during all interactions
- Maintain a high level of customer service to all guests, clients and fellow team members on a consistent basis
- Answer the phone and accurately transfer calls; working knowledge of all agency programs to properly answer questions/transfer
- Notify staff via Procentive and/or phone when appointments arrive
- Verify insurance accuracy, and scan insurance card in Procentive
- Monitor appointment alerts for any additional information needing to be collected at check-in (consents, co-pays, insurance cards, ROI’s, etc.).
- Schedule and reschedule appointments per protocol
- Call clients on waiting list to fill cancellations; add clients to waiting list
- Complete client cancellations per protocol and notify appropriate staff
- Collect co-pays and payments
- Monitor and distribute faxes in Procentive
- Distribute incoming mail (mailbox and email), deliver outgoing mail, run the postage and go to the post office
- Complete Release of Information in a timely fashion by reviewing email requests within 24 hours and communicating with therapists
- Complete Discharge summary process for all clinicl client charts
- Scan documents into Procentive clinical charts
- Maintain the lobby and reception desk area (light cleaning, tidying up, watering plants)
- Conduct opening and closing procedures daily
- Filings, help with mailings for various departments, and perform any other miscellaneous projects as assigned by Clinical Operations Supervisor
- Assist with client satisfaction survey data collection and entry
- Schedule and provide assistance to outside groups using Community rooms
- Crosstrain with other support staff on an as needed basis per the Clinical Operations Supervisor (i.e.: annual consents – sending out to clients and updating charts)
- Provide backup support in the absence of peers on an as needed basis, per the Clinical Operations Supervisor (i.e. reception, intake, etc.)
- Collaborate effectively with peers such as the billing specialist, additional receptionists and intake coordinators
An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Miscellaneous 5% of Time
- Perform general office duties such as answering the telephone, filing, copying, sorting/opening incoming mail, and preparing items for mailing.
- Participate in and contribute to the agency’s PQI process on an as needed basis (Council of Accreditation)
- Develop and maintain sensitivity to employee diversity in the workplace
- Behave in ways that demonstrate respectful treatment of other employees and clients
- Develop cultural competence related to the services provided by the agency
- Other duties as needed to support the mission of the organization
MINIMUM QUALIFICATIONS:
Education
- High school diploma or equivalent is required. Associate’s degree in human services or related field is preferred
Experience
- A minimum of 1 year receptionist or administrative support experience
- Prior experience working in a human service or healthcare setting is preferred
Knowledge and Skills
- Working knowledge of Procentive preferred
- Prior experience either working with or verifying insurance preferred
- Requires excellent oral, written, and interpersonal communication skills to effectively communicate with clients, employees, interns, volunteers, program participants and other supporters
- Requires knowledge of and the ability to use a variety of standard office equipment such as a computer, printer, fax machine, copy machine, telephone system and 10-key
- Ability to type proficiently
- Experienced with Microsoft Word, Excel, and Outlook, regularly utilizing these programs for daily operations.
- Ability to maintain confidentiality of client information and security of case records
- Ability to work independently, exercise good judgement and manage multiple priorities to ensure work is completed in a timely and productive manner
- Ability to develop and maintain sensitivity to employee and client diversity in the workplace, and demonstrate the respectful treatment of others
- Willingness to develop cultural competence related to the services provided by the agency
Job type: Full-time; 0.75 FTE (1560 hours/year)
Pay range: $18-20 per hour
Physical setting: Stillwater office
Schedule: Monday to Thursday 11:30am - 5:30pm, and Friday 10:30am - 4:30pm. Please note this schedule may temporarily change with advance warning due to coverage for vacations or other business needs.
Please submit cover letter and resume to Holland Locke, 1875 Northwestern Ave., Stillwater, MN 55082 or at hlocke@familymeans.org.