Patient Service Coordinator / Front Office Assistant

T and N Services and Solutions; Washington (District of Columbia); On-site; USD 42,000 - 52,000; Full time

Job summary

T and N Services and Solutions seeks an organized, detail-oriented front office team member to support our outpatient clinic. The role requires independence, critical thinking, and the ability to manage a fast-paced medical front desk with minimal supervision.

Availability to transition into the role by October 1, 2026 is preferred. Responsibilities include opening/closing the site, scheduling appointments, managing referrals, patient communications, recordkeeping, and ensuring confidentiality

Job description

About Us

T and N Services and Solutions is an outpatient clinic that provides a comprehensive range of substance use disorder (SUD) treatment services. Our mission is to foster a community where clients achieve their best health and well-being. We are dedicated to delivering innovative, compassionate care and serving as a model resource for individuals and families in need of support.

We are seeking afront-of-the-office team member who is organized, detail-oriented, and passionate about supporting our mission. This role requires a high level of independence, critical thinking, and the ability to manage a fast-paced medical front desk with minimal supervision. Candidates who require step-by-step direction may not be successful in this role.

If you excel at managing administrative responsibilities, thrive in a collaborative team environment, and are passionate about making a positive impact, we encourage you to apply. We are seeking a candidate who is available to transition into this role by October 1, 2026.

Job Overview

Front Office:

1. Provide comprehensive administrative support to ensure smooth clinic operations.
2. Open and close the clinical site daily, including setup, cleaning, and breakdown of the space.
3. Schedule and confirm new and follow-up appointments for program participants.
4. Manage referrals within trackers, the electronic record system, ensuring timely communication with the care team.
5. Provide receptionist, secretarial, and recordkeeping support, including:
   • Answer and route incoming calls and emails, ensuring timely responses.
   • Assist in creating and distributing internal and external communications.
   • Completing basic phone screenings with new referrals to support smooth intake processes.
6. Serve as a point of contact for clients, staff, and external partners, delivering exceptional service.
7. Responsible for the cleanliness of the office, including the lobby, front desk area, and copy/break room.
8. Maintain accurate records, schedule appointments, and manage correspondence.
9. Prepare reports, presentations, and correspondence as needed.
10. Order and maintain office supplies, ensuring resources are available for staff and clients.
11. Report furniture repairs and facilities-related requests.

Client Services Coordination:

1. Conduct preliminary intake and ensure proper documentation is collected for new clients and referrals.
2. Process all referrals within 24 business hours.
3. Track and follow up on no-show participants, and assist in filling same-day cancellation slots to maximize provider availability.

1. Manage the clinic's calendar, including scheduling intakes, meetings, appointments, and events.
2. Maintain client records and ensure documentation is accurate and up-to-date.
3. Accurately and timely enter encounter notes daily.
   
4. Adhere to confidentiality and compliance standards in handling sensitive information.

Qualifications

• Education: High school diploma or GED required; higher education preferred.
• Screenings: A satisfactory background check and clean driving record.
• Experience:
  • 1.5+ years in administrative roles or related positions. (required)
  • Experience in healthcare or behavioral health settings is preferred.
• Skills:
  • Scheduling
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
  • Strong organizational, time management, and multitasking skills.
  • Excellent written and verbal communication abilities in English.
  • Professional demeanor and ability to interact effectively with diverse individuals.
• Other: Familiarity with DC-specific resources or the healthcare field is a plus.
• Physical Demands (typical): Must be able to sit for a minimum of 7 hours per day, with periods of standing, walking, and navigating stairs. The position requires being able to lift up to 25 pounds.

Working Conditions

• Primary work at DC outpatient clinic
• Some travel for meetings, trainings, or community outreach.
• Occasional evening/weekend hours to support staff or client needs.
• 90-day probationary period for all employees and contractors.

THIS DESCRIPTION COVERS THE SIGNIFICANT ESSENTIAL FUNCTIONS BUT DOES NOT EXCLUDE OTHER RESPONSIBILITIES AND ACCOUNTABILITIES, WHICH WOULD BE IN CONFORMITY WITH THE MAJOR PURPOSE OF THIS JOB.

JOB TYPE: Full-time or part-time

Why Join Us?

At T and N Services and Solutions, you’ll have the opportunity to make a meaningful impact in a supportive, team-oriented environment. We value diversity, professional growth, and the well-being of our staff and clients.