Full-Time Front Office Specialist

**Job Title:** Full-Time Front Office Specialist **Description:** The Full-Time Front Office Specialist is a customer service position with Behavioral Health Clinic (BHC). This position is located at our Stevens Point location. The Front Office Specialist plays an integral part in achieving and maintaining a standard of excellence as we aim to exceed the expectations of our clients, referral sources, and other professionals through effective and pleasant telephone and face-to-face communications regarding the reception and administrative coordination of our services. **Duties and Responsibilities:** - Acquire and maintain a solid understanding of BHC services, HIPAA policies, general policies pertaining to billing and insurance, our facilities/locations, our clinicians’ schedules and practice specialties/interests. - Greet all patients and guests in a cheerful and welcoming manner. - Manage the patient/visitor’s needs in a confident and competent manner which can include but is not limited to: - Confirm patient demographic information and facilitate checking in and checking out with patients’/visitors - Assist patients/visitors in the completion of necessary forms - Requesting and collecting payment for services - Schedule appointments within company policy based on patient’s/visitor’s needs and complete necessary follow up documentation - Ensure waiting area, hallway, and front office is tidy and pleasing - Answer all incoming calls in a cheerful and welcoming manner. Manage the caller’s needs in a confident and competent manner which can include but is not limited to: - Take messages that may relate to change in schedules or other matters. Recognize and prioritize the urgency that such matters require follow-up action based on company guidelines, and communicate accordingly with teammates - Communicate information to callers regarding BHC services, policies, facilities, and clinicians - Schedule appointments within company policy based on caller’s needs, and complete necessary follow-up documentation. Comfortability with computers is a must and must be proficient in using electronic medical records (EMR) for the majority of front office work. - Update patient records as needed, in a timely and accurate fashion - Proactively ask callers and patients how they heard about us and/or how we can better assist them - Check voice mail, company email in-boxes, and the fax machine at least every 30 minutes throughout the shift, and process inquiries or create and distribute appropriate messages for teammates in a timely fashion. - Maintain all clinicians' schedules across all programs. Daily review for errors, inconsistencies and completeness. Proactively address conflicts as they arise, investigate, resolve and update. Maintain a waiting list for clients and notify in the case of cancellations. - Have prepped for the next day all clinician schedules, testing supplies, new client charts, room usage schedule, etc. - Leave the appropriate shift and record written notes, in the appropriate detail, such that others appreciate status and priority of open items even when you are not present. - Place outbound calls to physician offices, clients, and others regarding future appointments, outstanding payments, records requests, insurance verification's, outreach/marketing efforts, or other customer service needs. - Maintain inventory of office and facility supplies. - Place orders for supplies as needed and ensure timely delivery. - Maintain records related to facilities, supplies, and equipment. - Troubleshoot and resolve technological issues, including hardware and software problems. - Coordinate with external service providers for advanced technical support. - Other duties as assigned, e.g., complete work in Urgent/Non-Urgent boxes, projects such as maintaining master’s documents and restocking, mailings and chart audits, assisting with proof reading reports, community outreach endeavors, filing, etc. **Qualifications:** - Strong verbal an…