Job Description

Title: Office Specialist (Medical Receptionist)

Status: Full Time

Supervisor: Office Manager – Millbrook  

Schedule: Monday, Tuesday, Wednesday, Friday  - 8:30am -5:30pm and
Thursday 10am -7p  

Function:  

The office specialist provides clerical support to an outpatient behavioral health center:

• Greeting clients/visitors, scheduling appointments in person and via zoom,
• Monitoring reminder calls to clients, collecting copays, answering and routing calls, updating client information   and keeping documents organized
• Provides a variety of routine clerical services such as filing, photocopying, faxing, maintaining office supplies, sorting and distributing mail and other similar activities

Qualifications :

• Graduation from high school or possession of a high school equivalency diploma 

• One (1) year of full-time clerical work experience, or completion of a clerical training program which included an internship.  

Position Responsibilities

• The primary role of the office specialist is scheduling, which includes checking clients in and out
• Monitor reminder call portal for cancellations
• Perform skilled keyboarding and accurate data entry in the electronic health   record system, perform   reception work, including providing routine information   concerning clinic procedures and services, collecting fees, updating   demographic and insurance information, referring callers to appropriate staff   and  taking detailed messages
• Reviews records and documents for completeness, compliance with standards and for accuracy
• Scans and files materials in record system in accordance with guidelines
• Maintains records of time and benefit usage, employee certification and training. Provide coverage   within and at other centers within the agency as requested
• Adhere to privacy practices and HIPAA regulations to protect the security of our clients and their   medical records and ensure that confidentiality is maintained
• Support co-workers to ensure completeness of daily tasks
• Other duties as assigned

Skills and Abilities:

• Knowledge of grammar, spelling, punctuation and required formats necessary to recognize and correct such errors in correspondence, records, and reports.  

• Knowledge of software packages for word processing to produce a variety of information and for database management to track information.  

• Knowledge of office practices necessary for interacting with staff and the public, processing workflow, and filing and retrieving information.  

• Knowledge of arithmetic to verify calculations and report on work activities.  

• Skill in operating office automation equipment sufficient to produce work accurately and efficiently.  

• Ability to learn and work within procedures and guidelines.  

• Ability to provide basic information and direction to clients, public and others.  

• Ability to collect and record fees.  

• Ability to develop and maintain collaborative and supportive working relationships with all members of the clinical and clerical staff; informs Clinic Director of relevant clinical and administrative issues; consult appropriately; actively support program goals and system improvements/changes.  

Benefits:

• Medical, dental, and vision coverage.
• 403(b) retirement plan with employer match up to 5%.
• Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).
• Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
• Group term life and long-term disability insurance.
• Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
• Supplemental insurance through Aflac.
• Employee assistance program (EAP).
• Pet insurance.

Our Agency Values  

Integrity -  Being honest and trustworthy 

Compassion –  Extending empathy and understanding to others 

Hope -  Believing in the strength of the human spirit and heart, to emerge and thrive in the face of challenge 

Diversity –  Promoting a vision of community comprised of wide-ranging assets 

Respect -  Treating all individuals with dignity and without judgement 

Community -  Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives  

Justice –  Promoting social and economic equity and fairness  

Quality –  Striving for excellence in every aspect of our work 

We are an equal opportunity employer. Family Services follows federal, state, and local laws prohibiting discrimination in hiring and employment. We do not discriminate against employees or applicants in violation of those laws.

Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@familyservicesny.org.

Family Services is an equal opportunity employer. We follow federal, state, and local laws prohibiting discrimination in hiring and employment.

Must be authorized to work in the United States without work sponsorship.

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