Administrative Support Receptionist

Monadnock Family Services; Keene (NH); On-site; USD 40,000 - 48,000; Full time

Job summary

Monadnock Family Services in Keene, NH is seeking an Administrative Support Receptionist to be the first point of contact for clients, families, visitors, and community partners. You will support clinic operations through reception, scheduling, triage, and coordination with clinical teams in a trauma-informed environment.

This role requires a High School Diploma or GED, at least two years of administrative or healthcare experience, and proficiency with Microsoft Office.

Qualifications

• High School Diploma or GED required.
• Minimum two years of office, administrative, customer service or healthcare experience.
• Proficiency with Microsoft Office Suite; strong written and verbal communication.

Responsibilities

• Welcome clients, families, visitors, and community partners in a courteous, trauma-informed manner.
• Complete client check-in and verify demographic information and insurance.
• Schedule, reschedule, and coordinate patient appointments and reminders.
• Maintain accurate records and ensure HIPAA compliance in the EHR.
• Provide reception coverage and support administrative tasks across locations.

Skills

Communication skills

Keyboarding skills

Customer service oriented

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

The Administrative Support Receptionist serves as the first point of contact for Monadnock Family Services (MFS), providing exceptional customer service to clients, families, visitors, providers, and community partners. This position supports efficient clinic operations through reception services, appointment scheduling, telephone triage, administrative support, and coordination of information between clients and clinical teams.

This position plays a critical role in ensuring timely access to behavioral healthcare while promoting a welcoming, professional, trauma-informed environment that reflects the mission, vision, and values of Monadnock Family Services. The Administrative Support Receptionist demonstrates professionalism, compassion, organizational excellence, and a commitment to confidentiality while supporting interdisciplinary teams throughout the organization.

ESSENTIAL RESPONSIBILITIES

• Welcome clients, families, visitors, vendors, and community partners in a courteous, professional, and trauma-informed manner.
• Complete client check-in procedures.
• Verify demographic information and insurance coverage.
• Obtain insurance cards and required documentation.
• Collect copayments and provide payment plan information when appropriate.
• Ensure all required intake paperwork is completed accurately.
• Protect the integrity of client records and administrative data.
• Follow established record retention and documentation procedures.
• Maintain strict confidentiality of all client, employee, and organizational information.
• Comply with HIPAA Privacy and Security Rules.
• Ensure timely and accurate documentation within the Electronic Health Record (EHR).
• Protect the integrity of client records and administrative data.
• Monitor reception and waiting areas to promote client comfort, safety, and timely service.
• Notify clinical staff promptly of client arrivals or emerging concerns.
• Professionally answer incoming telephone calls and determine caller needs.
• Route calls appropriately to nursing, providers, refill lines, crisis services, billing, clinical triage, or other departments.
• Retrieve answering service messages daily and distribute promptly.
• Accurately document telephone messages and ensure timely delivery.
• Exercise sound judgment when triaging urgent or sensitive calls.
• Maintain professionalism and confidentiality during all telephone interactions.
• Schedule, reschedule, and cancel client appointments.
• Assist providers with calendar management and scheduling requests.
• Provide appointment reminder calls and communicate scheduling changes.
• Coordinate appointment availability to maximize provider productivity and client access.
• Maintain accurate scheduling records within the electronic health record.
• Perform general administrative duties including: Typing, scanning, filing, copying, faxing, preparing correspondence, document management.
• Support special projects and departmental initiatives as assigned.
• Provide reception coverage for other locations during breaks, vacations, or staffing shortages.
• Participate actively in team meetings.
• Communicate important operational information during shift transitions.
• Support coworkers and contribute to continuous workflow improvement.
• Demonstrate flexibility in meeting changing operational needs.
• Demonstrate patience, empathy, and professionalism when interacting with individuals experiencing behavioral health challenges.

MINIMUM QUALIFICATIONS

• High School Diploma or GED required.
• Minimum two (2) years of experience in an office, administrative support, customer service, or healthcare setting.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel).
• Strong computer and keyboarding skills.
• Excellent written and verbal communication skills.