Office Coordinator

SOLUTIONS Behavioral Healthcare Professionals

Moorhead (MN)

On-site

USD 32,000 - 38,000

Full time

14 days+

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Job summary

SOLUTIONS Behavioral Healthcare Professionals is seeking a friendly receptionist to be the first point of contact for clients and visitors. You will greet people, open the office, manage phones, schedule appointments, and support clinical staff while maintaining confidentiality and a welcoming environment.

You will handle paperwork, maintain waiting areas, and ensure safety and organization across the front office.

Qualifications

Must be at least 18 years of age.
Must possess a high school diploma or equivalent.
Post-secondary education or experience in a human service field and/or in administrative support services is preferred.
Must have excellent communication and interpersonal skills.
Must be able to deal with difficult situations in a client-oriented manner and present professionally at all times.
Must be able to complete paperwork requirements in a timely manner.
Must have good time management skills.
Good organizational skills are a must.
Must be able to multi-task and re-prioritize at times.
Experience in medical records is preferred.
Word processing / spreadsheet program knowledge/ability needed.
Must pass a comprehensive criminal background check.

Responsibilities

Greet clients upon arrival and check them in.
Telephone management.
Client scheduling.
Filing.
General typing.
Tracking failed and late/cancelled appointments.
Release of information requests.
Mail handling.
Scanning client information for charts.
Provide support to clinical staff for performing their job functions.
Facilitate effective disposition of urgent and emergent cases.
Open office as assigned and perform startup tasks.
Close off as signed, including locking doors and securing systems.
Maintain confidentiality and data privacy in all aspects of the job.
Monitor waiting room and clinic areas for hazards and safety risks.

Skills

Communication

Interpersonal skills

Time management

Organizational skills

Multi-tasking

Phone etiquette

Data privacy

Education

High school diploma

Post-secondary education or experience in human services

Tools

Word processing

Spreadsheets

Job description

Summary/Objective:

This position is key in the organization, as it is the first point of client contact, and sets the tone for a client’s level of comfort with services. The receptionist is responsible to open the office and serves as a “host” for clients, families, and workers from other organizations. The primary objective is to facilitate a warm and professional environment, to help individuals feel welcomed when calling or coming into the clinic. This position conveys accessibility of services, and provides support for clinical staff to perform their jobs. The Receptionist oversees the waiting room.

Required Education and Experience:

Must be at least 18 years of age

Must possess a high school diploma or equivalent.

Post-secondary education or experience in a human service field and/or in administrative support services is preferred.

Must have excellent communication and interpersonal skills.

Must be able to deal with difficult situations in a client-oriented manner and present professionally at all times.

Must be able to complete paperwork requirements in a timely manner.

Must have good time management skills.

Good organizational skills are a must.

Must be able to multi-task and re-prioritize at times.

Experience in medical records is preferred.

Word processing / spreadsheet program knowledge/ability needed.

Must pass a comprehensive criminal background check.

Essential Functions:

Primary Responsibilities

General Reception

Greet clients upon arrival, check them in

Telephone management

Client scheduling

Filing

General typing

Tracking failed and late/cancelled appointments

Score testing

Release of information requests

Mail

Scanning client information for charts

Provide support to clinical staff for performing their job functions.

Facilitate effective disposition of urgent and emergent cases.

Open office as assigned:

Unlock doors

Un-program phone

Tidy up waiting room, spot vacuum as needed

Empty trash cans if needed

Make coffee

Turn on all equipment

Close off as signed, including, but not limited to:

Lock all doors

Program phone to on-call after hours

Lock all filing cabinets in front office

Lock reception window

Shut down billing system and computers

Turn off all equipment

Maintain confidentiality in all aspects of the job and facilitate data privacy practices in the office.

Monitor the waiting room and clinic areas for potential hazards and safety risks, taking appropriate actions steps as needed.

Administrative Responsibilities

Complete documentation in keeping up with the policy.

Attend training and supervision meetings as scheduled.

Complete time and expense sheets monthly.

Contribute to the development of the agency policies and procedures as assigned.

Professional Expectations

Dress in professional attire for the job.

Work in a positive and cooperative manner with others.

Resolve problems constructively.

Take initiative. Be willing to pitch in. Be energetic.

Communicate directly with colleagues.

Be dependable with the schedule.

Support new staff by providing training.

Show flexibility when situations change, and re-prioritize work tasks when needed.

Display a positive attitude about you job and the agency.

Show pride in your work.

Be patient with clients, co-workers and other team members.

Be willing to give and accept constructive feedback.

Accept responsibility for your own behavior and decisions.

Work Environment and Physical Demands:

Under normal circumstances the employee will need to have the physical capacity to continuously use his/her hands for simple and firm grasping and fine manipulation. The employee may be required to do the following: