Part-Time Front Desk Coordinator (Wednesdays Only)

Community Medical Services; Aurora (IL); On-site; USD 21,000 - 30,000; Part time

Benefits offered by this job

Paid sick time

401(k) retirement plan

Supportive team and Clinic Manager

Meaningful work in a growing healthcae

Job summary

Community Medical Services (CMS) in Illinois is seeking a Part-Time Client Services Coordinator to greet clients, coordinate appointments, and support intake processes in a trauma-informed, outpatient setting. You will work under the Clinic Manager, ensuring smooth patient flow and accurate records.

The role emphasizes professionalism, confidentiality, and compassionate service, with a predictable Wednesday schedule, paid sick time, and a supportive team across 70+ clinics nationwide.

Qualifications

• High School Diploma/GED
• 1+ years of customer service experience
• 1+ years of front desk experience, preferably at hospital front desk or multi-physician practice

Responsibilities

• Greets and attends to clients in person and over the phone
• Answers all phone calls in a professional and courteous manner
• Manages the patient flow of a high volume of clients in a fast-paced environment
• May place outbound calls to schedule follow-up appointments, or to engage clients in treatment
• Creates new client profiles and enters demographic information in electronic health record
• Schedules appointments using electronic scheduling system
• Completes accurate documentation of client visits in their electronic health record
• Maintains a welcoming lobby and reception area by ensuring areas remain clean and organized
• Coordinates intakes on a walk-in basis, including assisting clients with completion of required documentation and scheduling with an available provider and counselor to complete intake process
• Establishes client payment plans and financial contracts, collects and posts payments
• Ensures confidentiality of all client and employee information
• Assists in the de-escalation of clients using a trauma-informed approach
• Triages client issues to secure most appropriate solution
• Introduces clients to the Recovery Connect engagement app and help them navigate it as needed
• Completes end of day tasks, including reconciling deposit and payment records
• Verifies cash in cash box at the beginning of shift and reconciles cash count at the end of the day
• Uses appropriate incident reporting procedures when documenting unsafe or problematic incidents involving clients, clients and/or staff
• Participates in in-service/education regarding Quality Improvement or required job-focused education
• Helps maintain inventory and assist in ordering clinic supplies
• Performs general office duties, such as document preparation, scanning, faxing

Job description

Schedule: Every Wednesday 7:30am- 4:00pm. The same day every week, so you can plan the rest of your week around it.

This is Part-Time ONLY!!!

Community Medical Services (CMS) is seeking a Client Services Coordinator to be the welcoming face of our clinic. Under the supervision of the Clinic Manager, you will greet clients and visitors with professionalism, compassion, and a trauma-informed approach. You’ll play a key role in coordinating client care, including scheduling appointments, assisting with walk-in intakes, and addressing client concerns.

As part of our mission to help individuals recover from substance use disorders, you’ll thrive in a supportive, engaging, and fulfilling work environment where your contributions are valued.

Why you’ll like it

• A predictable schedule: the same day every week, no rotating shifts
• Paid sick time
• 401(k) retirement plan
• A supportive team and Clinic Manager
• Meaningful work in a growing healthcare organization with more than 70 clinics in 14 states

We’re looking for someone who:

• Enjoys a consistent schedule.
• Is excited to work in an outpatient setting, much like a doctor’s office.
• Remains friendly, helpful, and courteous when interacting with clients, including those who are chemically dependent.

Responsibilities

• Greets and attends to clients in person and over the phone
• Answers all phone calls in a professional and courteous manner
• Manages the patient flow of a high volume of clients in a fast-paced environment
• May place outbound calls to schedule follow-up appointments, or to engage clients in treatment
• Creates new client profiles and enters demographic information in electronic health record
• Schedules appointments using electronic scheduling system
• Completes accurate documentation of client visits in their electronic health record
• Maintains a welcoming lobby and reception area by ensuring areas remain clean and organized.
• Coordinates intakes on a walk-in basis, including assisting clients with completion of required documentation and scheduling with an available provider and counselor to complete intake process Verifies insurance eligibility through various insurance portals, setting up billing episodes in electronic health record
• Establishes client payment plans and financial contracts, collects and posts payments
• Ensures confidentiality of all client and employee information
• Assists in the de-escalation of clients using a trauma-informed approach
• Triages client issues to secure most appropriate solution Introduces clients to the
• Recovery Connect engagement app and help them navigate it as needed
• Completes end of day tasks, including reconciling deposit and payment records
• Verifies cash in cash box at the beginning of shift and reconciles cash count at the end of the day
• Uses appropriate incident reporting procedures when documenting unsafe or problematic incidents involving clients, clients and/or staff
• Participates in in-service/education regarding
• Quality Improvement or required job-focused education
• Helps maintain inventory and assist in ordering clinic supplies
• Performs general office duties, such as document preparation, scanning, faxing

Requirements

• High School Diploma/GED
• 1+ years of experience in customer service is required
• 1+ years of front desk experience, preferably at hospital front desk or multi-physician practice is required
• Hospital front desk or multi-physician front desk experience preferred
• For employees in the following states (TX/OH/MN/IN/WI):
• Motor Vehicle Valid state-issued driver’s license and MVR clearance is required; a 39-month MVR is required for any applicant at the time of the interview

Skills

• Ability to communicate clearly and effectively between all organizational levels and with outside providers
• Basic computer knowledge, including ability to navigate in electronic health records
• Culturally competent and sensitive to client and employee needs
• Demonstrated ability in medication administration accuracy and ability to maintain accurate client records
• Excellent organizational skills, accuracy, and attention to detail
• Problem solving, conflict resolution, time management, and strong customer service skills
• Strong team player comfortable working in a fast-paced setting
• Ability to maintain confidentiality to ensure compliance with HIPAA and 42 CFR
• Flexible with the ability to work in a continuously changing environment
• Ability to work flexible hours including nights, weekends, and holidays
• Employees will be required to travel to the bank for cash deposits and must pass an MVR check for employment in the following states: (TX/OH/MN/IN/WI)

Tools and Equipment

• Frequent use of a telephone, computer, printer, fax machine and copier
• Frequent use of the internet and various web browser software, and Microsoft Office products, including Outlook, Word, Excel, and PowerPoint
• Frequent use of electronic health record

Physical Working Conditions and Office Setting Description

• Prolonged sitting, standing, frequent bending, stooping, or stretching associated with an office environment
• Frequent and prolonged typing and operation of computer, keyboard, and telephones
• Some lifting may be required: Employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds

About Community Medical Services

Community Medical Services (CMS) is a CARF-accredited addiction treatment program providing services in the form of outpatient medication-assisted treatment and one-on-one and group counseling to those seeking help with their opioid use disorder. Headquartered in Arizona with more than 70 treatment clinics in 14 states, CMS is dedicated to meeting the challenges presented by the growing opioid epidemic in communities where treatment is lacking.

Our Commitment

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, disability status, sexual orientation, gender identity, age, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Other Conditions

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.