Receptionist - OPC

Bay State Community Services; Quincy (MA); On-site; USD 21,000 - 30,000; Part time

Job summary

Bay State Community Services is seeking a professional Receptionist to be the first point of contact at our Outpatient Clinic in Quincy, MA. The role emphasizes friendly, confidential front-desk service and efficient administrative support.

The ideal candidate will have excellent communication skills, a keen eye for detail, and the ability to handle multiple tasks in a fast-paced human services environment while maintaining HIPAA privacy and a courteous demeanor.

Qualifications

• Minimum one year receptionist experience is required.
• High School diploma required.
• Excellent organizational, verbal and writing skills.
• Ability to excel at details.
• Able and willing to work at minimum one late shift per week (until 7pm).

Responsibilities

• Greet and direct office visitors, answer telephone, forward messages to staff.
• Maintain confidentiality and HIPAA/PHI compliance.
• Assist with intake, deposits, and insurance verification in clinical programs.
• Schedule appointments and coordinate communications with clinic staff and psychiatrist.
• Open/close the clinic and support front desk during downtime.

Skills

Customer service

Communication skills

Phone etiquette

Multitasking

Education

High School diploma

Tools

MS Word

Outlook

Access

PowerPoint

Excel

Job description

Bay State Community Services (BSCS) is seeking a professional, organized, and personable Receptionist to serve as the first point of contact for our Outpatient Clinic.

The Receptionist is responsible for providing exceptional customer service, managing front desk operations, answering and directing phone calls, and performing general administrative duties to support the efficient daily operations of the program.

The ideal candidate will demonstrate strong communication skills, attention to detail, professionalism, and the ability to maintain confidentiality in a fast-paced human services environment.

What You Will Be Doing to Support the Outpatient Clinic...

• Greet and direct office visitors, answer telephone, respond to direct requests for information and/or forward clear and accurate messages to appropriate staff
• Treat all service recipients with dignity, respect, and understanding; promotes agency culture of learning and respect to others; maintains a positive work environment
• Maintain strict confidentiality
• Ensure compliance with HIPAA and PHI regulations, and with billing policies
• Assist with program day to day requirements including, intakes, petty cash fund, payment processing, deposit preparation and verification of funding/insurance in clinical programs
• Works closely with the clinic's psychiatrist around scheduling appointments, medication refills, coordinating communication between psychiatrist and clients, and maintaining client files
• May schedule appointments for staff members
• Take referrals over the phone and submit to the director/designee for assignment
• Monitor OPC email and online contact forms and answer or forward emails to the appropriate person
• Make intake packets
• Upload/file intake paperwork and other documentation to client files
• Maintain inventory for office and staff-kitchen supplies
• Receive and distribute all incoming mail and coordinate outgoing mail, including courier services, postage meter account, and interoffice mail distribution
• Ensure the front office and common areas are kept in an orderly and clean fashion
• Responsible for opening/closing the clinic, depending on shift hours
• Help out the front desk team and other clinic staff during downtimes
• Participates in mandated meetings and trainings
• Perform duties and responsibilities with a sense of humor and team spirit

Schedule:

PT, 20 hours a week. The schedule is as follows:

• Mon /Wednesday /Friday, 9am – 2pm, and
• Tuesdays 2-7pm

Requirements

• Minimum one year receptionist experience is required
• High School diploma required
• Exceptional customer service skills, including professional and pleasant telephone skills
• Excellent organizational, verbal and writing skills
• Ability to excel at details
• Must be skilled in the use of software programs such as MS Word, Outlook, Access, PowerPoint, and Excel
• Possess the ability to work in a fast-paced environment, to multi-task, and to work under pressure
• Able and willing to work at minimum of one late shift a week (until 7pm)
• Previous work experience in a community health center is a plus
• Speaking a relevant second language is a plus

Bay State Community Services is an equal opportunity employer. We are committed to providing an environment free from bias, discrimination, or harassment of any kind, and mutual respect where equal employment opportunities are available to all qualified applicants and teammates without regard to race, ethnicity, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law.