Job Description: Receptionist – Mental Health Office
Job Title: Receptionist
Department: Administration
Reports To: Office Manager / Clinical Director
Employment Type: Full-Time / Part-Time
FLSA Status: Non-Exempt
Position Summary
The Receptionist serves as the first point of contact for clients, visitors, and referral sources. This position plays a vital role in creating a welcoming, professional, and compassionate environment while providing administrative support to ensure the efficient operation of the mental health practice. The Receptionist is responsible for maintaining confidentiality, managing appointments, coordinating client communications, and supporting clinicians and administrative staff.
Essential Duties and Responsibilities
- Greet clients and visitors in a warm, professional, and trauma-informed manner.
- Answer and direct incoming phone calls, emails, and other communications.
- Schedule, reschedule, and confirm client appointments.
- Verify insurance eligibility and obtain required authorizations as assigned.
- Collect co-pays, self-pay fees, and outstanding balances while maintaining accurate payment records.
- Maintain and update electronic health records (EHR) with accurate demographic and insurance information.
- Process new client intake paperwork and ensure all required documents are completed prior to appointments.
- Monitor clinician schedules and communicate scheduling changes promptly.
- Respond to client inquiries regarding office policies, services, and general information.
- Scan, upload, file, and organize confidential documents.
- Assist with referrals, medical records requests, and release of information forms in accordance with HIPAA regulations.
- Maintain a clean, organized, and welcoming reception area.
- Order and maintain office supplies as needed.
- Support administrative projects and perform other duties as assigned.
Required Qualifications
- High school diploma or equivalent.
- Minimum of one (1) year of receptionist, customer service, or administrative experience.
- Strong verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Ability to multitask and prioritize in a fast-paced environment.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and general computer systems.
- Ability to maintain strict confidentiality and comply with HIPAA regulations.
- Professional appearance and demeanor.
Preferred Qualifications
- Experience working in a behavioral health, mental health, medical, or counseling setting.
- Experience using electronic health record (EHR) systems.
- Knowledge of insurance verification, authorizations, and medical billing processes.
- Bilingual (English/Spanish) preferred.
Knowledge, Skills, and Abilities
- Strong interpersonal and customer service skills.
- Compassionate, empathetic, and nonjudgmental approach to client interactions.
- Ability to remain calm and professional when interacting with clients experiencing emotional distress.
- Excellent problem-solving and conflict-resolution skills.
- Ability to work independently and as part of a multidisciplinary team.
- Strong time management and organizational abilities.
- Ability to handle sensitive information with discretion.
Physical Requirements
- Prolonged periods of sitting, standing, and working at a computer.
- Ability to occasionally lift up to 20 pounds.
- Frequent use of office equipment including computers, telephones, printers, and scanners.
Work Environment
- Professional outpatient mental health office.
- Frequent interaction with clients, families, clinicians, and community providers.
- Fast-paced environment requiring flexibility and adaptability.
- Compliance with all confidentiality, HIPAA, and workplace safety requirements.
Core Competencies
- Professionalism
- Compassion and empathy
- Confidentiality and ethical conduct
- Dependability and punctuality
- Effective communication
- Organization and attention to detail
- Teamwork and collaboration
- Adaptability and initiative
Performance Expectations
Successful employees in this role will:
- Provide exceptional customer service to all clients and visitors.
- Maintain accurate scheduling and client records.
- Protect confidential information at all times.
- Demonstrate reliability, professionalism, and accountability.
- Contribute to a positive and supportive office culture.
- Assist in ensuring the smooth daily operations of the practice.
Pay: $18.00 - $23.00 per hour
Education:
- High school or equivalent (Preferred)
Work Location: In person
