Front Desk Support Staff

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Atlantic County, NJ

Full-Time (35-hour workweek, Monday-Friday)

$18 per hour

The Administrative Support Staff of the Center for Family Services support the psychiatric and clinical staff in an outpatient behavioral health office located in Absecon, NJ. This role is essential in maintaining accurate records, ensuring compliance with regulatory standards, and supporting our team in delivering exceptional client services. The ideal candidate will possess strong administrative skills, a commitment to confidentiality, and a proactive approach to problem-solving.

Individual job responsibilities will include some or all of the following:

• Answer telephones in professional manner and appropriately route calls or take messages;
• Maintain confidentiality of clients;
• Monitor access to the building using the intercom/access system, clients and visitors will need to identify themselves prior to being allowed access to the building. Do not ask any confidential information through the intercom system
• Provide support to medical, clinical and non-clinical direct service staff;
• Schedule appointments for medical staff;
• Maintain centralized client/staff schedule of appointments in ECR;
  • Mark all clients as checked in when they present for a scheduled appointment.
  • Notify provider that client is checked in for appointment, via google chat.
• Collect fees and post receivables in ECR;
• Call clients scheduled for psychiatric and medication management appointments with APN staff to remind them of the appointment the day before the scheduled appointment. Clients are to be called on Friday for a Monday appointment or the last working day before an agency holiday for appointments scheduled the day after a holiday.
• Call clients scheduled for Therapy appointments to remind them of the appointment the day before the scheduled appointment. Clients are to be called on Friday for a Monday appointment or the last working day before an agency holiday for appointments scheduled the day after a holiday
• Accurate and timely completion of forms necessary for third party reimbursement and program compliance;
• Create and mail Initial Provider Collaboration letters to clients after Intake appointments.
• Utilize ECR to organize and maintain clinical records;
• Type or word-process required assignments accurately and promptly;
• Monitor faxes and distribute accordingly.
• Maintain the safety of the waiting area/lobby. Make sure the area is free of any trash and floors are not slippery. Closely monitor waiting area if children are left unattended, maintain visual surveillance of waiting area if children are unattended.
• Submit Operations/Facilities Tickets for any facility related issues requiring repair or attention.
• Process request for medical records, document the request and records sent;
• Gather data and complete statistical reports as requested by administrative staff;
• Perform clerical functions, as appropriate;
• Abide by agency Policies and Procedures;

• High School Diploma or equivalent
• Two years office administration experience, healthcare setting preferred
• Ability to pass a criminal background check
• Ability to maintain confidentiality of clients
• Ability to interact with clients and staff in a professional and respectful manner
• Proficiency in clerical skills, such as Microsoft Office, filing, scanning, telephone etiquette
• Strong organizational skills and a keen eye for detail
• Excellent verbal and written communication skills

At the Center for Family…