Full Time Front Office Specialist
Full Time Front Office Specialist
Posted on :
04-09-2025
Employer Active
1 Vacancy
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Job Description
Job Title: Full-Time Front Office Specialist
Reports to: Director of Operations
Description: The Full-Time Front Office Specialist is a customer service position with Behavioral Health Clinic (BHC). This position is located at our Wausau 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/visitors 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 patients/visitors 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 callers 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 callers 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 verifications 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 masters documents and restocking mailings and chart audits assisting with proof reading reports community outreach endeavors filing etc.
Qualifications:
- Strong verbal and written communication skills that demonstrate the power and strength of a positive and confident tone.
- An ability and comfort in multi-tasking with a high degree of detail orientation while utilizing knowledge of company attributes to trouble-shoot dynamic and often live conversations in a positive and confident tone to find resolution in conflict in a calm fashion.
- Knowledge and general proficiency in using Microsoft Office programs internet-based email programs and social media sites.
- Experience and familiarity with general office equipment including Zoom phone systems (multi-lines) merchant accounts hardware and video conferencing software and hardware.
- A high level of self-motivation and initiative to complete tasks and problem-solve while appreciating and organizing these in the context of organizational priorities.
- Ability to take responsibility for own actions including the impact of own decisions on clients and others to include: taking appropriate action when anyone in the organization violates standards or regulations; acting in a way that demonstrates deep personal integrity and serves as a positive example of why others should trust the organization; and viewing oneself as a reflection of the organization by following through on commitments and accepting ownership of any mistakes he or she might make.
- Ability to effectively function and thrive within a team environment. Knowledge and general proficiency with health care billing and insurance preferable.
- Ability to be flexible with availability based on the routine service fluctuations of the clinic. Willingness to learn.
Benefits:
- Starting pay between $16.00 - $18.00 per hour
- Healthcare Benefit Package Including Dental Vision STD LTD and Retirement Plan Options
- Supportive and collaborate team environment& Opportunities for advancement and leadership
- Paid Time Off (PTO) and Holidays
*In accordance with legal requirements and company policies successful candidates for this position will be required to complete the form I-9 Employment Eligibility Verification and Background Check as part of the onboarding process*
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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