Front Desk Receptionist MFC

The Up Center; Virginia Beach (VA); On-site; USD 32,000 - 42,000; Full time

Job summary

The Up Center’s Steven A. Cohen Military Family Clinic in Virginia Beach seeks a Front Desk Receptionist to greet clients, manage calls, schedule appointments, handle payments, and support clinic operations.

The role requires strong communication, organization, and HIPAA-aware practices within a nonprofit clinical team. Responsibilities include coordinating visits, directing visitors, processing paperwork, and assisting with basic billing and administrative tasks while maintaining a calm,

Qualifications

• Strong verbal communication and customer service skills.

Responsibilities

• Manage multi-line phone system and greet visitors.

Skills

Verbal communication

Front office

Customer service

MS Office

Time management

Team player

Problem solving

Initiative

Conflict resolution

Resource planning

Tools

Copiers & Fax

Document scanning

Phone system

Job description

Position: Front Desk Receptionist - The Steven A. Cohen Military Family Clinic at The Up Center As one of the largest non-profit providers of evidenced-based mental health services in our region we provide personal and innovative services to approximately 10,000 children and adults each year. In 2018 The Up Center and Cohen Veterans Network (CVN) formed a partnership to establish The Steven

• Cohen Military Family Clinic at The Up Center. Opening in the spring of 2019, this location will provide short term mental health services to Veterans and military family members. The Outreach Manager will work as a key member of the Clinic’s leadership team and act as an advocate for the mental health needs of our veterans and their families.

The Front Desk Receptionist must have strong customer service orientation, strong organizational skills and good attention to detail, as well as good communication skills and an ability to work with multiple external partners. He/she must enjoy working within a small, entrepreneurial environment that is mission-focused, results-driven, and community oriented. He/she should possess both the ability to work with and train teammates, and sufficient self-direction to manage execution of projects individually.

Position Overview

With a multidisciplinary team of psychiatrists, psychologists, licensed clinical social workers, licensed professional counselors, practice, data, and outreach managers, intake coordinators, and case manager. The clinic offers high quality, evidence-based, and personalized outpatient mental health treatment tailored to meet the specific needs of active‑duty service members, veterans, and their families. Particularly those from the Iraq and Afghanistan wars. The Cohen Clinic is part of the Cohen Veterans Network, a national nonprofit (501c3) network of clinics supporting the mental health needs of post‑911 military connected individuals.

Under the general direction of the Practice Manager, the Front Desk Receptionist is responsible for managing client flow to include greeting clients in person and over the phone and managing EHR system. Prioritize incoming documents to appropriate locations, processing co‑payments, and facilitating clinician and client administrative needs.

Responsibilities

• Manage multi-line phone system at the Cohen Clinic by receiving, routing calls, processing calls etc. in a timely manner paying close attention to the client experience.
• Serve as a receptionist for the Cohen Clinic, greeting and appropriately directing visitors and staff.
• Timely facilitation of client/clinician administrative needs to include scheduling appointments and Zoom links for tele-health.
• Adhere to HIPAA, federal, state, local, and agency guidelines in protecting client privacy, health information, and applicable communications and documentation.
• Greet clients, verify identification, and obtain documents and information necessary for records maintenance, billing, and insurance claim processing.
• Report problems with the office equipment to appropriate staff and coordinate maintenance and repair as needed to correct problems.
• Serve as general back‑up to administrative support staff
• Properly direct calls to other locations/departments/agencies.
• Serve as assistant mail clerk for the clinic in the sorting and distribution of incoming mail, posting of outgoing mail, and daily mail pick‑up and drop‑off, including facsimile transmissions.
• Operate office equipment and routing documents.
• Participate along with practice manager in the billing process responsibilities including client insurance benefits orientation and collection of insurance co‑payment.
• Maintain a daily log of accounts receivables per policy to include receipts and monthly cash register/balancing report.
• Maintain cleanliness of assigned workspace, lobby, quiet area, and front desk area.
• Present a professional image, maintaining a calm, professional manner.
• Attend all scheduled meetings.
• Performs other duties as assigned.

Qualities

Analytical skills, professional acumen, business ethics, thorough understanding of continuous improvement processes, problem solving, respect for confidentiality, excellent customer service, verbal and written communication, and presentation skills.

Qualifications

• Good verbal communication skills, poise and ability to handle high volume telephones.
• Front office skills, including outstanding customer service skills
• Professional written, verbal, and electronic communication skills.
• Experience using office equipment including high volume copiers, fax, and document scanning equipment.
• Excellent internal and external customer service skills
• Efficient time management in a dynamic environment
• Ability to work as a part of a team.
• Willingness to learn new functions.
• Ability to take initiative identifying resources and problem resolution.
• Prior experience within the military community and/or veteran administrative organizations.
• Strong consultative abilities, conflict‑resolution skills, and collaboration abilities.
• Analyze problems, identify alternative solutions, project consequences and benefits of proposed actions, and implement recommendations in support of goals.
• Establish and maintain effective working relationships with those contacted in the course of work including diverse interest groups including advocacy groups and other governmental organizations.
• Strong working knowledge of Microsoft Office suite including Excel, Word, Outlook, Teams, and Office 365.
• Ability to utilize Internet for resources.

The Up Center is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, military, veteran status, or any other characteristic protected by applicable law.

The Up Center is a drug free workplace.