Temporary​/Medical Receptionist & Scheduler

Acceptance Recovery Counseling is seeking a reliable, organized, and personable Temporary/Contract Medical Receptionist & Scheduler to provide front desk and telephone reception support for our outpatient behavioral health practice.

This position serves as an important first point of contact for clients, families, referral sources, and community partners. The ideal candidate is comfortable working with people who may be experiencing stress, mental health concerns, substance use concerns, legal issues, or other challenging circumstances and can communicate with warmth, professionalism, patience, and respect.

This is a temporary/contract position designed to provide administrative coverage and support for the practice. The primary responsibilities are answering phones, assisting clients with scheduling, managing the front desk, and helping keep day-to-day office communication organized.

• Answer incoming telephone calls in a professional and welcoming manner.
• Respond to general questions about Acceptance Recovery Counseling services.
• Assist prospective and current clients with appointment scheduling and basic administrative questions.
• Take accurate messages and route clinical or administrative questions to the appropriate staff member.
• Monitor and respond to voicemail and other routine client communications.
• Provide clients with basic information regarding appointment times, location, paperwork, and office procedures.
• Recognize when a question requires clinical staff involvement and appropriately refer the caller rather than providing clinical advice.
• Communicate professionally with referral sources, attorneys, probation officers, treatment providers, healthcare organizations, and other community partners as appropriate.

• Schedule, reschedule, and cancel client appointments.
• Maintain accurate provider calendars.
• Help match clients with the appropriate appointment type and available provider.
• Assist with scheduling substance use evaluations, counseling appointments, groups, follow-up appointments, and other services offered by the practice.
• Contact clients regarding scheduling needs, appointment changes, or other routine administrative matters.
• Help identify scheduling conflicts or gaps and communicate them to appropriate staff.

• Welcome clients and visitors to the office.
• Assist clients with check-in and other routine front desk needs.
• Maintain a professional, organized, and welcoming reception area.
• Notify clinicians when clients have arrived.
• Assist clients with forms, paperwork, and basic administrative processes when needed.
• Maintain appropriate boundaries and confidentiality in a behavioral health setting.

• Enter and update basic client demographic, scheduling, and administrative information in the electronic health record or other practice systems.
• Scan, upload, organize, or route documents as needed.
• Assist with routine office correspondence and administrative tasks.
• Help ensure that messages, scheduling requests, and administrative follow-up items are completed in a timely manner.
• Maintain accurate documentation of telephone calls and administrative communications when appropriate.
• Assist practice leadership and clinical staff with other reasonable administrative tasks related to office operations.

Because Acceptance Recovery Counseling provides mental health and substance use services, discretion and confidentiality are essential.

The Medical Receptionist & Scheduler must:

• Maintain client confidentiality and follow HIPAA and other applicable privacy requirements.
• Avoid discussing confidential information where it may be overheard by others.
• Access client information only when necessary to perform assigned duties.
• Maintain professional boundaries with clients.
• Handle sensitive conversations without judgment or unnecessary questioning.
• Promptly notify clinical or supervisory staff when a client presents a concern that may require clinical attention.

• Strong interpersonal and customer service skills.
• Professional telephone communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and interruptions.
• Basic computer proficiency.
• Ability to learn scheduling and electronic health record systems.
• Dependability and consistent attendance.
• Ability to maintain strict confidentiality.
• Ability to communicate respectfully with individuals from a wide range of backgrounds and life circumstances.

• Previous experience in a medical, behavioral health, dental, human services, or professional office setting.
• Experience with medical reception, appointment scheduling, or telephone reception.
• Experience using an electronic health record or electronic scheduling system.
• Familiarity with HIPAA and healthcare confidentiality requirements.
• Experience working in mental health, substance use treatment, healthcare, social services, or another…