Mental Health Front Office Coordinator

Vision towards peace, llc; Wilkinsburg (Allegheny County); On-site; USD 36,000 - 48,000; Full time

Job summary

Vision Towards Peace Counseling Services is seeking a Mental Health Front Office Coordinator to be the first point of contact for clients. You will create a welcoming atmosphere, handle administrative tasks, manage scheduling, and ensure seamless communication between clients and clinical staff.

Responsibilities include greeting clients, scheduling appointments, handling insurance verification and billing with the billing department, maintaining confidential client records, and supporting

Qualifications

• High School Diploma is required.
• Proven experience in administrative roles, preferably within a mental health or healthcare setting.
• Strong organizational, interpersonal and communication skills.
• Proficiency with scheduling software and basic office applications.
• Ability to maintain confidentiality and handle sensitive information with care.

Responsibilities

• Greet clients and manage front desk, creating a welcoming and supportive environment.
• Schedule appointments and coordinate with mental health professionals.
• Handle insurance verification and billing-related tasks in collaboration with the billing department.
• Maintain client records with confidentiality and ensure accurate documentation.
• Coordinate with clinicians and support staff to facilitate smooth patient care.
• Maintain a clean, organized, and welcoming front office environment.

Skills

Administrative

Scheduling software

Communication

Confidentiality

Education

High School Diploma

Tools

Office software

Job description

The Mental Health Front Office Coordinator is a crucial role at Vision Towards Peace Counseling Services. As the initial point of contact for clients, this role involves creating a welcoming atmosphere, handling administrative tasks, scheduling appointments, and ensuring seamless communication between clients and clinical staff. The ideal candidate will be empathetic, detail-oriented, and adept at managing multiple tasks.

Key Responsibilities

Client Intake and Reception: Welcome clients warmly, creating a supportive and non-judgmental environment. Conduct initial screenings to identify urgent needs and schedule appointments appropriately.

Receive and Organize Supply Orders: Check incoming deliveries against order invoices, sign for deliveries, and ensure accuracy. Organize and put supplies away.

Maintain a Clean and Tidy Front office:Perform Daily Cleaning, including wiping down surfaces (desks, counters, etc.). Vacuum or sweep and use a Swiffer or mop to clean floors—empty trash bins.Organize Workspace:Arrange office supplies in a neat and orderly manner. Ensure brochures, magazines, and other materials are orderly. Maintain a clutter-free environment. Keep the reception desk organized. Ensure the seating area is tidy and welcoming.

Clean Dishes in Program Areas: Collect dishes from program areas. Wash, dry, and put away dishes. Wipe down countertops and sinks. Ensure dishwashing supplies are stocked. Maintain cleanliness in kitchen areas.

Appointment Scheduling and Coordination: Manage the scheduling system to ensure appointments are accurately recorded and coordinated with mental health professionals. Accommodate urgent cases as needed.

Phone and Email Communication: Answer phone calls and respond to emails promptly and professionally. Provide information about the services offered and address general inquiries.

Administrative Support: Maintain accurate client records while ensuring confidentiality. Handle insurance verification and billing-related tasks in collaboration with the billing department.

Collaboration with Clinical Staff: Facilitate communication between clients and mental health professionals. Assist clinicians by preparing necessary documentation for sessions and managing administrative aspects of client care.

Crisis Management: Identify and respond appropriately to urgent situations, coordinating with clinicians and appropriate authorities as needed.

Maintain Front Office Environment: Keep the front office clean, organized, and welcoming. Manage office supplies and reorder as required.

Qualifications

Qualifications:

High School Diploma

Proven experience in administrative roles, preferably within a mental health or healthcare setting.

Strong organizational, interpersonal, and communication skills.

Strong attention to detail.

Proficiency with scheduling software and basic office applications.

Ability to maintain confidentiality and handle sensitive information with care.

Attributes:

An empathetic and non-judgmental attitude.

Excellent organizational and multitasking abilities.

Strong problem-solving skills and attention to detail.

Ability to work effectively under pressure and adapt to changing priorities.

Equal Opportunity Employer:

A Vision Towards Peace is an Equal Opportunity Employer and does not discriminate against applicants or employees based on race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other legally protected status.

Vision Towards Peace Counseling Services is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage applications from individuals of all backgrounds and experiences.

This job description provides a general overview of the responsibilities and requirements for the Blended Case Manager position at our mental health clinic. Duties may be adjusted as needed to meet the clinic's and our client's evolving needs.