Bilingual Front Office Coordinator

Options Counseling and Family Services in; Salem (OR); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Company-paid health/vision and dental

Long-term disability

Life insurance

Job summary

Options Counseling and Family Services in Oregon is seeking a Bilingual Front Office Coordinator (Administrative) to answer agency phones, schedule ongoing client appointments, and provide administrative support to Licensed Medical Professionals (LMPs), service providers, and clients. The role requires excellent communication in English and Spanish and strong computer skills.

The schedule runs Monday–Friday, 8:00 AM to 5:00 PM for about 40 hours per week; full benefits apply for those working

Qualifications

• Bilingual in English/Spanish; must pass assessment to qualify.
• Minimum high school education or equivalent, and one year of office experience and/or training, or an equivalent combination of education and experience.
• Must be computer proficient in Microsoft Word, Excel, and record keeping software; applicants will take a computer assessment to assess skill level.

Responsibilities

• Reception 60%: Answer multi-line phone system, greet clients, check in, collect copays, verify insurance, schedule appointments, reschedule as needed, and enter data into the ECR.
• Service Provider/LMP Assistance 20%: Schedule ongoing appointments, provide information letters, prepare referral sheets, and assist with payments and group therapy logistics.
• Administrative 20%: Collect information for other departments, order furniture/equipment, maintain inventory, take minutes, manage mail, and keep reception area clean.

Skills

Bilingual English/Spanish

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Record keeping software

Job description

Options Counseling and Family Services, founded in 1991 in Florence, Oregon, has since expanded to serve fourteen counties in western Oregon. Headquartered in Eugene, we provide quality mental health and family preservation services to diverse communities. Committed to supporting health, safety, and empowerment.

Options offer these benefits to our full-time employees (full-time is any employee working 30 hours per week):

• company-paid health/vision and dental
• long-term disability
• life insurance

For a full list of all benefits, please view our website: https://options.org/careers/benefits

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they have every one of the qualifications as described. We are most interested in finding the best candidate and our hiring processes are centered on assessing candidates based on diverse experience. Please let us know if you have questions.

Job Title

Bilingual Front Office Coordinator (Administrative)

General Description

The primary responsibility of the Bilingual Front Office Coordinator is to answer agency phones, schedule ongoing client appointments, and provide administrative support to Licensed Medical Professionals (LMPs), service providers, and clients. Requires ability to interact and relate well to the public, in person and on the phone.

Schedule

The proposed schedule is Monday - Friday from 8:00 AM to 5:00 PM for an average of 40 hours a week. Employees that work over 30 hours per week will qualify for full benefits.

Minimum Qualifications

Bilingual in English/Spanish (Options pays a differential for Spanish-speaking employees; must pass an assessment to qualify). A minimum high school education or equivalent, and one year of office experience and/or training, or an equivalent combination of education and experience. Must be computer proficient in Microsoft Word, Excel, and record keeping software (applicants will take a computer assessment to assess skill level). Must have a respectful, open, unbiased, and accepting attitude toward clients, their families, and other staff. Pass a DHS background check and/or fingerprinting.

Preferred Qualifications

Experience working in a clinical setting, medical or mental health.

Essential Duties and Responsibilities

Reception 60%

• Answer multi-line phone system and direct calls
• Respond to questions regarding services offered
• Greet clients coming into the clinic, and check each into the Electronic Client Record (ECR) system
• Collect copays and fees for private pay and sliding scale participants
• Check insurance coverage for clients scheduled each day
• Schedule client appointments
• Respond to client cancellations via the automated system; confirm cancellations and reschedule client
• Provide new clients with opening paperwork, and check documents to ensure they are complete, dated, and signed
• Enter and scan data into the ECR as directed
• Verifying client information when they come in for appointments
• Send sliding scale clients an information letter and prepare referral sheets
• Fill in for other Receptionists as needed

Service Provider/LMP Assistance 20%

• Schedule ongoing appointments for LMP clients
• Provide LMP and sliding scale clients with information letter and prepare referral sheets for sliding scale clients
• Send letters on behalf of service providers
• Accept payments for psych services
• Assist in maintaining the TBA (to be assigned) list of clients
• Coordinate group therapy referrals and alerts, set up approved and referred clients in ECR
• Help prepare, set up, and take down for group therapy sessions

Administrative 20%

• Collect information that other departments request (intake sheets, insurance information, release of information, etc.)
• Order furniture and office equipment, track invoices, and send to appropriate individual/department
• Maintain list of office inventory (including furniture and medical supplies) and update on a continual basis
• Take minutes for meetings; edit and distribute as needed
• Open and distribute incoming mail, meter, and take outgoing mail to drop-off site daily
• Clean and maintain the reception area
• Perform other duties as assigned

Working Conditions

• Extended periods of time sitting at work station updating client records, and phone work
• Requires continual mental concentration and attention to details. Extended periods of focus and attention and computer use are frequently required
• Mobility and dexterity sufficient to assist clients/staff and handle required job-related functions
• Ability to cope with clients who may use challenging or offensive language with potential for escalation to physical aggression

Salary Minimum: 17.85Salary Maximum: 21.66