Patient Service Coordinator / Front Office Assistant

T and N Services and Solutions; Washington (District of Columbia); On-site; USD 40,000 - 52,000; Full time

Job summary

T and N Services and Solutions, a DC-area outpatient clinic, is seeking a Front Office associate to provide comprehensive administrative support and frontline client service. The role includes opening/closing the site, scheduling appointments, handling referrals, and maintaining confidential records.

Qualifications include a high school diploma or GED, 1.5+ years in administrative roles (healthcare preferred), and an active driver's license.

Qualifications

• High school diploma or GED required; healthcare or behavioral health setting preferred.
• 1.5+ years in administrative roles or related positions.
• Active and unrestricted drivers license required.
• Background check with clean driving record.

Responsibilities

• Provide comprehensive administrative support to ensure smooth clinic operations.
• Open and close the clinical site daily; setup, cleaning, and breakdown of space.
• Schedule and confirm new and follow-up appointments for program participants.
• Manage referrals within trackers and the electronic record system; ensure timely communication with the care team.
• Answer and route calls and emails; assist in creating internal and external communications.

Skills

Scheduling

Microsoft Office Suite

Time management

English communication

Multitasking

Education

High school diploma or GED

Tools

Microsoft Office Suite

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.

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.
• Must have an active and unrestricted driver's license (required)
• 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. (5% weekly)
• 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.