Job Summary:
The Receptionist/Scheduler is responsible for managing the front desk of the therapy office, providing a welcoming environment for clients, scheduling appointments, managing client records, and handling day-to-day administrative tasks. This position requires excellent communication skills, organizational abilities, and attention to detail to ensure that clients and therapists have a seamless experience.
Key Responsibilities:
- Answers the phone at the Northlight office and answers questions or directs phone calls and messages
- Greets clients upon arrival and answers client questions regarding scheduling, therapist availability, office procedures, HIPAA compliance
- Schedules and coordinates patient appointments to optimize client satisfaction and facility efficiency
- Collect payments from clients
- Communicate with therapists regarding scheduling and new clients, cancellations, and schedule changes
- Creates and updates patients' electronic health records
- Records and updates demographic and financial information
- Schedules intake appointments with the intake coordinator
- Verifies patient insurance benefits and answers client insurance questions about their coverage and fees
- Maintain total confidentiality of personal and financial data
- Word processing, filing, Information research, Shredding, Faxing, Keeping reception HIPAA compliant and completing any clerical functions
- Keeps track of intake metrics (tracking incoming calls, scheduled sessions, referral sources)
- Comply with organizational guidelines and health care laws and regulations
- Ensures client consent forms are signed and filed, and communicates with clients about consent requirements and procedures
- Takes care of office needs like faxing, printing, filing, and keeping the office organized and running smoothly
- Informs Billing Team about patient payment and insurance issues
- Informs the Clinical Director about client issues
- Supports company operations by maintaining office systems and supporting staff with technical questions and client-related inquiries
- Assume responsibility of maintenance of office equipment (printer, paper, filling office cups and treats, etc.), communicate the need for office supplies to operations
- Maintain physical location/building: cleanliness, report maintenance issues to the COO and/or Property Manager, decorations, stocking/organizing supplies, room maintenance, therapist room scheduling, accessibility issues (ADA), safety issues (OSHA)
- Support COO in maintaining location services: Wi-Fi, electricity, water, phones, cameras/security, keys, and office equipment tracking
- Collaborate proactively with internal teams, including therapists, Intake, Billing, Operations, and administration to ensure smooth office function.
- Communicate regularly with the COO about operational concerns and needs.
- Serve as a key liaison to the Care Coordinator for all matters related to scheduling.
- Enforce opening and closing procedures/policies
- This is not an all inclusive list of this job's responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.
Qualifications:
- Education: High school diploma or equivalent.
- Experience: Previous administrative, receptionist experience in a healthcare or therapy setting is a plus.
Skills:
- Strong communication and interpersonal skills.
- Proficiency in Google Workspace and/or Microsoft Office Suite (Word, Excel, etc.).
- Basic understanding of healthcare compliance (HIPAA, patient confidentiality, etc.) is an advantage.
- Detail-oriented and well-organized, with the ability to manage multiple tasks simultaneously.
- Ability to handle confidential information with discretion.
Working Conditions:
- Monday-Friday (Daytime Hours)
- May travel to different locations minimally (Locations: Eugene, Springfield, Albany, Salem)
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
