Job Summary
We are seeking a compassionate, professional, and organized Front Desk Receptionist to serve as the first point of contact for clients, families, referral sources, and community partners. This position plays a critical role in supporting the daily operations of a behavioral health and substance use treatment program by providing exceptional customer service, coordinating administrative functions, and ensuring a welcoming, trauma-informed environment for all individuals seeking care.
The ideal candidate understands the importance of confidentiality, professionalism, and empathy when working with individuals experiencing mental health and substance use challenges. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced healthcare setting while maintaining a calm and supportive presence.
This paid position offers an excellent opportunity to develop administrative and healthcare support skills while making a meaningful difference in the lives of individuals and families seeking recovery and wellness services.
Duties and ResponsibilitiesFront Desk & Client Services
- Greet clients, visitors, and community partners warmly and professionally, ensuring a welcoming and supportive environment.
- Provide exceptional customer service while maintaining confidentiality in accordance with HIPAA regulations.
- Answer and manage multi-line phone systems, screen calls, take messages, and direct inquiries appropriately.
- Schedule, confirm, and reschedule appointments for therapy, psychiatric services, case management, peer support, and substance use treatment services.
- Assist walk-in clients with registration and service inquiries.
- Monitor the reception area and maintain a clean, organized, and professional environment.
Intake & Admissions Support
- Assist new clients with completing intake paperwork, consent forms, releases of information, and program documentation.
- Help clients complete behavioral health and substance use screening tools, questionnaires, and assessments as directed by clinical staff.
- Collect and verify demographic information, insurance information, and required documentation during the admission process.
- Ensure all intake packets are completed accurately and submitted to appropriate clinical staff.
- Maintain confidentiality when handling sensitive client information related to mental health and substance use treatment.
Insurance Verification & Billing Support
- Verify insurance eligibility and benefits for mental health and substance use treatment services.
- Obtain and document insurance information and authorization requirements when applicable.
- Collect copayments and client payments according to agency policies.
- Assist with maintaining accurate client records to support billing and reimbursement processes.
- Communicate professionally with insurance companies, managed care organizations, and referral sources as needed.
Administrative Support
- Handle appointment scheduling, calendar management, and coordination of meetings using Microsoft Office and Google Workspace.
- Perform data entry, filing, scanning, proofreading, and maintenance of electronic and paper records.
- Assist with clerical duties including photocopying, faxing, mailing, and document preparation.
- Maintain office supplies and coordinate inventory needs.
- Support bookkeeping functions and office management activities utilizing QuickBooks or similar software.
- Generate reports and assist with quality assurance and compliance documentation as assigned.
Client Care & Crisis Awareness
- Demonstrate sensitivity and professionalism when interacting with individuals experiencing mental health crises, emotional distress, or substance use challenges.
- Notify clinical staff promptly when clients appear to be in crisis or require immediate assistance.
- Maintain awareness of agency safety procedures, emergency protocols, and crisis response procedures.
- Support a trauma-informed, person-centered approach in all client interactions.
RequirementsEducation & Experience
- High School Diploma or GED required.
- Associate degree or administrative certification preferred.
- Minimum of one (1) year of receptionist, administrative, healthcare, or customer service experience preferred.
- Experience working in a behavioral health, medical, counseling, substance use treatment, or healthcare setting is highly desirable.
Knowledge & Skills
- Strong computer literacy including Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and electronic health record systems.
- Experience with multi-line phone systems and professional phone etiquette.
- Knowledge of insurance verification procedures and healthcare scheduling preferred.
- Understanding of HIPAA confidentiality standards and client privacy requirements.
- Familiarity with mental health and substance use treatment terminology is preferred.
- Knowledge of QuickBooks or other bookkeeping software is advantageous.
- Excellent verbal and written communication skills.
- Strong organizational skills with the ability to multitask and prioritize responsibilities effectively.
- Ability to remain calm, professional, and compassionate in a fast-paced environment.
Preferred Qualifications
- Bilingual (English/Spanish) strongly preferred.
- Experience using electronic health record systems such as Simple Practice
- Previous experience completing client intake processes and insurance verification.
- Knowledge of behavioral health, substance use treatment services, recovery support, and community resources.
Pay: $17.00 - $18.00 per hour
Benefits:
Work Location: In person
