Access Specialist

# Access Specialist Upper Valley - Hanover, NH 03755## Overview Position Type Office## Description
** About the Role
** At Counseling Associates, the first experience a client has with our practice matters. The
** Access Specialist
** plays an important role in helping new and returning clients navigate the process of connecting with the right clinician and getting scheduled for care.

This is a
** highly organized, communication-focused, administrative team position
** that combines client service, scheduling, care coordination, data entry, and serves as the back up for front desk presence during absences of other team members.  As an Access Specialist, you'll be one of the first points of contact for people reaching out for services, helping them understand their options and making the process of getting connected to care as smooth and efficient as possible.

You'll work closely with the
** Access & Coordination Program Manager (ACPM)
** and the Access & Coordination Team to manage incoming requests, coordinate appointments, communicate with professional referral sources, and help make sure available clinical time is used effectively.
** What You'll Do
**** Client Access & Scheduling
*** Answer and respond to calls coming through the Intake Line.
* Coordinate and schedule appointments for new and returning clients contacting Counseling Associates by phone, online appointment requests, and professional referrals.
* Gather and confirm required client information, including a brief summary of presenting concerns.
* Enter client information accurately and thoroughly into the EHR and intake management systems.
* Help clients understand insurance coverage, financial arrangements, clinician availability, and scheduling expectations.
* Work with the ACPM and Access Team to determine appropriate next steps and clinician placement.
* Provide clear, welcoming information about what clients can expect for their first appointment.
* Respond to new contacts within
** 24–48 hours
** regarding current availability or waitlist status.
* Periodically follow up with individuals on the waitlist to confirm continued interest and explore additional scheduling flexibility.
* Clearly document scheduling-related communication in the client record so that information is accessible to the administrative team.
** Referral & Community Coordination
*** Maintain positive, professional relationships with physicians, therapists, healthcare providers, and other community referral sources as assigned.
* Communicate regularly with professional referrers as assigned.
* Help ensure referral partners receive timely and accurate information regarding client access and available services.
* Work collaboratively with the ACPM and Access Team on unique or complex cases requiring additional consideration for level of care or disposition.
** Team Coordination & Workflow
*** Meet weekly with the ACPM and Access Program Clinical Director to review incoming information, workflow, and team priorities.
* Attend weekly Coordination Team meetings and scheduled team huddles.
* Collaborate with the Access Team to identify opportunities to improve client access, communication, and scheduling processes.
* Help develop efficient processes that reduce wait times and maximize the use of available clinical and administrative capacity.
* Maintain systems for tracking contacts, follow-up activities, referrals, and daily workflow.
** Administrative & Tracking Responsibilities
** You will also help maintain several important systems and recurring processes, including:
* Sending the weekly
** Clinician Availability Form
*** Maintaining
** Screen Take tracking
*** Maintaining
** Professional Referral Contact and Tracking
*** Coordinating outreach letters to FTFT
* Tracking client…