Intake-Front Desk Receptionist

Overview

We are seeking an energetic and detail-oriented Intake-Front Desk Receptionist to serve as the welcoming face of our organization. This vital role involves managing front desk operations, providing exceptional customer service, and ensuring smooth administrative workflows. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive attitude to support both visitors and team members effectively. Join us in creating a positive first impression and maintaining efficient office operations every day!

Mondays & Wednesdays 8:00am- 5:00pm; Tuesdays & Thursdays 8:00 am – 6:30 pm & Friday 8:00am – 1:00 pm

Job Responsibilities

· Serves visitors by greeting, welcoming, and directing them appropriately; notifies appropriate company personnel of visitor arrival; and maintains an efficient flow of front desk operations by answering and routing incoming calls in a timely and professional manner.

· Welcomes consumers/clients in person or by telephone; answers inquiries or refers them to the appropriate staff member using company-approved greeting and communication etiquette.

· Signs in consumers/clients promptly and accurately register them for scheduled appointments with Providers, Case Managers, or other assigned staff.

· Verifies and collects current insurance cards (front and back) and valid government-issued identification, including Texas or New Mexico IDs, and ensures documentation is uploaded accurately into the Electronic Medical Record (EMR) system.

· Collects copayments, deductibles, coinsurance, and other patient financial responsibilities at the time of service, in accordance with company billing policies and payer requirements.

· Accurately documents all collections and ensures receipts and payment information are properly recorded for billing and reconciliation purposes.

· Obtains and updates consumer demographic information while maintaining strict confidentiality standards in the reception area.

· Ensures all required consent forms and intake documentation are completed and signed prior to the delivery of services.

· Monitors daily logs and service flow to ensure consumers are checked in, scheduled, and directed appropriately and in a timely manner.

· Schedules, confirms, and reschedules consumer appointments as needed, following company scheduling protocols.

· Maintains security and safety by adhering to established procedures and promptly reporting any concerning or inappropriate consumer behavior or condition to supervisors.

· Maintains the telecommunications system by answering calls promptly, directing inquiries appropriately, and documenting messages accurately.

· Maintains electronic consumer records in the EMR system with accuracy and attention to detail.

· Maintains a clean, safe, and organized reception area in compliance with company policies, procedures, and regulations.

· Ensures continuity among work teams by documenting and communicating actions taken, irregularities, and ongoing needs.

· Demonstrates a positive, professional demeanor and communicates respectfully and effectively with consumers, visitors, and all company staff.

· Contributes to overall team success by completing related duties as assigned.

· Knowledge on medication refills, communicating with pharmacies

· Submitting prior authorizations

Education

· High school diploma or equivalent required.

Experience

· Prior receptionist or front-office experience required; experience in a healthcare or behavioral health setting preferred.

· Preferred experience submitting medication refill requests to pharmacies

Skills / Qualifications

· Strong customer service and interpersonal skills

· Ability to handle financial transactions with accuracy and professionalism

· Knowledge of insurance verification and patient intake processes

· Reporting and documentation skills

· Administrative and organizational skills

· Proficiency in Microsoft Office and EMR systems

· Professionalism, discretion, and problem-solving abilities

· Verbal and written communication skills

· Fluency in English required; fluency in Spanish strongly preferred based on population served

· Reliable transportation since rotation to different offices will be assigned.