Summary of Position : The Receptionist reports to the Office Manager and acts as the key point of contact between the clients, clinicians, and clinic administrators. The receptionist's responsibilities include carrying out a wide range of client and administrative duties in a timely and professional manner to ensure smooth operation.

RESPONSIBILITIES

Client-related responsibilities

• Client Liaison—As the primary point of contact between clients and clinic, they will greet clients, build a good rapport, and make clients feel welcome.

• Maintain constant presence at the reception window to check clients in, collect and enter co-pays, and schedule appointments with the clinical team as needed.

• Inform appropriate staff member of client arrivals or cancellations.

• Answer the phone in a timely and professional manner, and direct calls and messages to the appropriate staff member through their preferred method of communication.

• Strictly adhere to HIPAA policies and compliance.

• Correspond with clients looking to book appointments by phone, e-mail, or face-to-face with their therapist.

• Provide support and answer general inquiries by therapists and clients.

Admin-related responsibilities

• Copy, file, and maintain paper or electronic documents and records.

• Handle incoming and outgoing mail.

• Update demographic and appointment information in the client's EMR and scheduling.

• Support Office Manager with Medical Record needs and requests with completed HIPAA Authorization from clients.

• Provide Medication Management extension coverage.

• Maintain and update psychiatrists' appointments, including preparing client lists on Carecloud.

• Ensure all available psychiatry appointment slots are filled, utilizing and streamlining the waitlist.

• Complete and send psychiatry encounter spreadsheets to the Billing Department each morning.

• Remind and confirm psychiatry appointments with clients at least 2 days prior.

• Print and prepare intake packets for new clients.

• Update closed case information and status in the EMR system.

• Notify the Billing Department regarding any changes to a client's insurance or outstanding balance.

• Exercise sound judgment, adjust priorities as needs arise, consult supervisor for challenging situations.

Overall

• Work interdepartmentally with other Blanton-Peale staff to maintain smooth clinic operations.

• Other duties as assigned.

Hours

Monday—Thursday 4 p.m. to closing time

Blanton-Peale Institute & Counseling Center does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status, or genetic information. We strongly encourage people of diverse identities to apply.