Receptionist

Job Description

The Receptionist greets and assists all clients and visitors to the agency, schedules appointments, answers and directs incoming/outbound calls, and takes accurate phone messages.

Roles and Responsibilities

Outpatient Services

• The receptionist answers the multi-line phone system while providing a quality customer experience and maintaining positive first impressions with the BHS brand image in mind.
• The receptionist positively greets clients and visitors, instructs clients on the sign in process and notifies the appropriate person of the client’s arrival.
• The receptionist uses the agency’s E.H.R system to input appropriate client appointment details/information and may assist the administrative assistants with managing the clinical schedules based on clinician availability. Finalizes appointment information into the computer system, as needed.
• The receptionist may assist clients with paperwork including, but not limited to, initial client documents and quarterly perception of care surveys, as assigned. Results will be entered into the E.H.R system.
• The receptionist conducts appointment reminder calls, maintains the call instruction list/reminder call log, and may follow up on missed client appointments (“no-shows”).

Administrative Services

• The receptionist is responsible for opening/closing the agency each operating day.
• The receptionist completes data entry and agency tracking for items including, but not limited to; employee/client sign in and out forms, daily psychiatry contacts for billing purposes, and tallies payment information daily.
• The receptionist calculates data measurement test scores.
• The receptionist runs debit/credit batch reports daily and completes daily batch reports. The receptionist may assist the Business Office with getting client statements ready for mailing each month.
• The receptionist is expected to maintain/clean/sanitize the reception area workspace on a regular basis.

Other

• Assists other departments with projects, as assigned.
• Must be at least 21 years of age (preferred).
• Successful completion of background checks/references including a valid driver’s license. The driving record must be in accordance with the agency’s guidelines.
• If in lived substance abuse recovery, two years of continuous sobriety/ “clean time” is required and maintained throughout employment.
• Willing to obtain a flu shot annually (except for those allergic to the vaccine or who have a religious exception) or must wear a mask when agency deems appropriate due to times of high illness.
• Must comply with agency policies and procedures, including those regarding conduct, confidentiality, and record keeping.
• Other duties, as assigned.

Requirements

Education, Licenses and/or Experience

High school diploma or general education degree (GED); or six months related experience and/or training; or equivalent combination of education and experience.

Must be a Nebraska licensed driver with an insurable driving/safety record.

Knowledge, Skills, and Abilities (Competencies): To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge, skills, and abilities (competencies) required are listed below:

• The receptionist will possess excellent organizational, time management skills and attention to detail skills with the ability to multitask and compartmentalize when faced with interruptions.
• The receptionist must have strong critical thinking skills with the ability to apply emotional intelligence and/or de-escalation when problem solving and/or handling emotionally charged situations.
• The receptionist must have communication skills with the ability to establish rapport and influence others through developing relationships.
• Knowledge and understanding of HIPAA & 42 CFR, Part 2 confidentiality laws regarding management of records is required.
• The receptionist can answer a multi-line phone system in a professional manner and direct callers appropriately. The receptionist possesses basic computer knowledge to navigate email, spreadsheets, and the agency E.H.R system. The receptionist can operate accounting software, Microsoft Word and excel programs.
• The receptionist must have strong oral/written communication skills with the ability to understand situational awareness and provide a win-win scenario during the communication process.
• The receptionist can count back change correctly/handle cash.