Front Desk Administrative Coordinator

Responsibilities
1. Patient Services & Front Desk Operations

• Greet all clients and visitors professionally and maintain a welcoming environment
• Manage daily check-in and check-out processes
• Ensure confidentiality and HIPAA compliance at all times
• Maintain cleanliness and organization of the front desk area

• Complete new client intakes accurately and in a timely manner
• Schedule appointments for PRP, OMHC, and SUD services (PHP, IOP, OP)
• Manage appointment changes, cancellations, and follow-ups
• Issue appointment reminders and slips

• Answer and route incoming calls appropriately
• Take accurate messages and ensure timely communication
• Serve as a liaison between clients, clinicians, and external agencies.

• Verify client eligibility prior to services
• Track and follow up on service authorizations
• Contact Carelon Behavioral Health to:
• Close out open authorizations
• Follow up on pending cases
• Document all calls, reference numbers, and outcomes

• Ensure all clinical binders are complete and audit-ready
• Maintain SUD blue folders with required documentation
• Confirm presence of:
• Intake documents
• Consent forms
• Treatment plans
• Authorization records
• Report missing or incomplete documentation to management

• Identify due/overdue treatment plans
• Print treatment plans and submit to manager for review
• Follow up with staff regarding completion as directed

• Assist clinicians with telehealth setup
• Ensure links and documentation are prepared
• Troubleshoot minor technical issues

• Maintain inventory of office supplies, snacks, and beverages
• Assist with serving lunch to clients Monday through Thursday and ensure food/snacks are distributed appropriately
• Notify management of low inventory

• Print and maintain stock of all required forms, including:
• Intake packets
• SUD leave slips
• Appointment slips
• Grievance forms
• Ensure forms are always accessible and organized

• Collect specimens for all clients receiving services in the SUD Department
• Follow agency procedures for client identification, specimen labeling, documentation, confidentiality, and chain of custody
• Maintain professionalism, privacy, and infection-control precautions throughout the collection process
• Immediately report refused, missed, invalid, or concerning specimen collections to the appropriate SUD staff member or manager

• Update the OMHC spreadsheet with all new clients who receive OMHC services
• Enter client information accurately and promptly to support the billing team
• Review entries for completeness and report missing or conflicting information to management or the billing team
• Maintain HIPAA compliance and protect confidential client and billing information at all times