Administrative Assistant/Receptionist - Addictions

Seven Counties Services; Louisville (KY); On-site; USD 32,000 - 42,000; Full time

Job summary

Seven Counties Services in Louisville, KY, seeks a front desk receptionist to greet clients, answer calls, and support administrative tasks. You will verify client demographics, collect payments, and schedule appointments while maintaining accurate records.

The role requires strong communication and office software proficiency, with experience in medical records management. Ideal candidates have several years of administrative experience, excellent typing speed, and the ability to handle

Qualifications

• Three-to-four years of administrative/clerical experience.
• Typing speed 50-60 words per minute.
• Strong oral and written communication skills.
• Advanced knowledge of Microsoft Office Suite.

Responsibilities

• Greet clients and visitors at the front desk and answer the multi-line switchboard.
• Check in clients, verify demographics, and collect payments for services.
• Schedule client appointments and manage mail, faxes and messages.
• Enter client data into electronic systems and manage program information.
• Prepare and file clinical documents in legal health records and organize records.
• Process requests for releases of information and subpoenas as needed.

Skills

Strong communication

Customer service

Multitasking

Education

Business school coursework (up to 18 months)

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job Description:

ESSENTIAL JOB FUNCTIONS

Performs such front-desk/reception functions as meeting and greeting clients and visitors, answering multi-line switchboard, forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying such demographic information as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to review client intake form; and handling difficult customer service interactions, either face-to-face or by telephone. Enters various client data in electronic information system (e. g., client demographics, clinical assessment summaries (CASs), client eligibility information, client transfers, event changes, annual review updates) and enters other program-specific data (e. g., grants, payee) in various databases. Performs such medical records-related functions as building new legal health records; archiving closed legal health records; pulling legal health records for clinicians in advance of client appointments; filing clinical documentation (e. g., progress notes, treatment plans) in legal health record; managing legal health records by creating new volumes when record grows too large for single file; processing disability requests, releases of information, and subpoenas and court orders; generating correspondence to requestors of information; transferring legal health records from one program site to another; ordering closed legal health records from archives; running deficiency reports on legal health records; recovering files; and performing quantitative analyses of legal health records. Files and maintains variety of correspondence, records, reports, and other documents, related to site’s operations, in addition to those related to legal health records.

EDUCATION

Completion of up to 18 months’ business school, beyond high school.

EXPERIENCE

Three-to-four years’ experience working in office setting and performing various clerical or administrative tasks. Advanced knowledge of Microsoft Office Suite. Typing speed 50 - 60 word units per minute. Strong oral and written communication skills.

PHYSICAL DEMANDS

Position has no unusual physical demands; individual has discretion about walking, standing, etc. Position requires lifting up to 10 pounds, with occasional lifting of ledgers, medical records, or computer runs. Position may occasionally require walking or standing, stooping, or bending. Occasional exposure to office chemicals or continual use of a video display terminal.

TIME TYPE

Full time

ABOUT THE EMPLOYER

Seven Counties is the provider of choice for mental and behavior health services in and around the Louisville Metro. Over 1,400 employees work in 25+ locations throughout Bullitt, Henry, Jefferson, Oldham, Shelby, Spencer and Trimble counties; making sure that the 31,000 people we serve annually have the best chance of living their best lives. At Seven Counties, we give our staff the opportunity to do what they do best with continued training, effective mentoring and competitive salaries and benefits. In an effort to protect our employees, clients and community, we require the COVID and Influenza vaccinations for all employees.