Front Desk Receptionist

Justworks, Inc.; City of Rochester (NY); On-site; USD 23,000 - 25,000; Full time

Job summary

The Healing Connection in Rochester, NY is seeking a Front Desk Receptionist to be the welcoming face and administrative support for our behavioral health office. This role handles client appointments, registrations, and medical record needs, while assisting clinical staff with scheduling and patient correspondence in a fast-paced setting.

The ideal candidate is organized, reliable, and compassionate, with strong multitasking and computer skills.

Qualifications

• Experience in a behavioral health or medical office setting preferred
• Knowledge of HIPAA regulations and confidentiality standards
• Proficiency with EMR systems (preferred)
• Excellent organizational, multitasking, and communication skills
• Ability to remain calm and compassionate when assisting clients in distress
• Reliability and timeliness in completing tasks and meeting deadlines

Responsibilities

• Greet clients, visitors, and staff warmly and professionally, creating a welcoming environment.
• Answer and triage incoming phone calls, providing accurate information and routing calls appropriately.
• Respond to client inquiries with compassion and clarity, ensuring a positive first impression.
• Schedule client appointments and manage the office calendar for multiple providers.
• Register clients in the electronic medical record (EMR) system, ensuring accuracy of demographic and insurance information.
• Verify insurance eligibility and coverage prior to appointments.
• Collect, scan, and upload collateral documentation from external providers for clinical review.
• Process medical record requests promptly and securely, maintaining HIPAA compliance.
• Prepare client folders, intake packets, and other documentation for appointments.
• Coordinate with clinical staff to facilitate client care and timely communication.
• Assist providers with scheduling changes, client correspondence, and document preparation.
• Monitor compliance reporting for staff across programs (Outpatient, Intensive Outpatient, Partial Hospitalization).
• Order office supplies, maintain inventory, and ensure equipment functionality.
• Coordinate maintenance and service calls for facility issues (e.g., lighting, copier, kitchen appliances).
• Assist with planning and organizing community events and staff activities.
• Support interns interested in healthcare administration with training and guidance.
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint) for reporting and documentation.
• Navigate EMR systems for client registration, scheduling, and record management.
• Maintain accurate data entry and generate reports as needed.

Job description

Employment type Full-time employee Department — Work location Rochester, NY Compensation $16.5 – $18 per hour
Final compensation will depend on the location and level at which the candidate is hired

About this job

Front Desk Receptionist

Location: Rochester, NY
Hours: Monday–Friday, 11:00 AM – 7:00 PM

About The Healing Connection

The Healing Connection is a leading non-profit organization dedicated to empowering individuals struggling with eating disorders and other mental health challenges. Our mission is to help people repair disconnections and reclaim their lives through compassionate, evidence-based treatment, education, and advocacy. We provide an inclusive environment that engages individuals – and those who love and support them – in their healing journey. Serving adolescents (ages 12+) and adults, we offer a comprehensive continuum of care licensed by the NYS Office of Mental Health (NYSOMH).

About the Role

We are seeking a Front Desk Receptionist to be the welcoming face and administrative support for our behavioral health office. This position plays a critical role in supporting clients with appointments, registrations, and medical record needs, while assisting clinical staff with scheduling, client correspondence, and operational tasks. The ideal candidate is organized, reliable, and compassionate, with strong multitasking and computer skills.

Key Responsibilities

Client Interaction & Front Desk Management

Greet clients, visitors, and staff warmly and professionally, creating a welcoming environment.

Answer and triage incoming phone calls, providing accurate information and routing calls appropriately.

Respond to client inquiries with compassion and clarity, ensuring a positive first impression.

Scheduling & Registration

Schedule client appointments and manage the office calendar for multiple providers.

Register clients in the electronic medical record (EMR) system, ensuring accuracy of demographic and insurance information.

Verify insurance eligibility and coverage prior to appointments.

Medical Records & Documentation

Collect, scan, and upload collateral documentation from external providers for clinical review.

Process medical record requests promptly and securely, maintaining HIPAA compliance.

Prepare client folders, intake packets, and other documentation for appointments.

Clinical & Operational Support

Coordinate with clinical staff to facilitate client care and timely communication.

Assist providers with scheduling changes, client correspondence, and document preparation.

Monitor compliance reporting for staff across programs (Outpatient, Intensive Outpatient, Partial Hospitalization).

Office Management & Administrative Tasks

Order office supplies, maintain inventory, and ensure equipment functionality.

Coordinate maintenance and service calls for facility issues (e.g., lighting, copier, kitchen appliances).

Assist with planning and organizing community events and staff activities.

Support interns interested in healthcare administration with training and guidance.

Utilize Microsoft Office Suite (Word, Excel, PowerPoint) for reporting and documentation.

Navigate EMR systems for client registration, scheduling, and record management.

Maintain accurate data entry and generate reports as needed.

Qualifications

Experience in a behavioral health or medical office setting preferred

Knowledge of HIPAA regulations and confidentiality standards

Proficiency with EMR systems (preferred)

Excellent organizational, multitasking, and communication skills

Ability to remain calm and compassionate when assisting clients in distress

Reliability and timeliness in completing tasks and meeting deadlines

Why Join Us?

This position offers the opportunity to work in a dynamic healthcare environment, directly contributing to client care and operational efficiency. If you are a dedicated professional with experience in medical office administration and a passion for mental health advocacy, we encourage you to apply.

Equal Employment Opportunity (EEO) Policy

Equal Employment Opportunity (EEO) PolicyThe Healing ConnectionThe Healing Connection is committed to providing a workplace that promotes dignity, respect, equity, and inclusion for all employees, applicants, volunteers, and clients. We believe that a diverse workforce strengthens our ability to fulfill our mission of helping individuals and families affected by eating disorders and mental health challenges heal, recover, and thrive.The Healing Connection provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, age, disability, genetic information, marital status, familial status, pregnancy, military or veteran status, domestic violence victim status, citizenship status, or any other characteristic protected by applicable federal, state, or local law.This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, compensation, benefits, training, professional development, discipline, termination, and all other terms and conditions of employment.The Healing Connection is committed to maintaining a workplace free from discrimination, harassment, and retaliation. Employees who believe they have experienced or witnessed conduct that violates this policy are encouraged to report concerns promptly to their supervisor, Human Resources, or another designated member of leadership. All reports will be taken seriously and investigated appropriately.Retaliation against any individual who reports discrimination or harassment, participates in an investigation, or otherwise exercises their rights under this policy is strictly prohibited.The Healing Connection is dedicated to fostering an inclusive environment where all individuals are valued, respected, and empowered to contribute to our mission and organizational success.