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Lead Front Desk Receptionist – Clinical Services
Job Title: Lead Front Desk Receptionist – Clinical Services
Department: Behavioral Health Clinic
Position Summary: To ensure efficient and professional implementation of office operations at Gateway-Longview’s corporate headquarters with main support being provided to the behavioral health clinic and additional support provided to various other program areas within the building. This role requires strong organizational skills, proficiency in medical office procedures, and an ability to work collaboratively with clinical teams, community providers, and administrative staff.
Department
Gateway Longview’s Behavioral Health & Preventive Services programs supports children and youth ages birth-21 years struggling with behavioral, social, and emotional challenges.
Agency
Gateway Longview is an equal opportunity employer committed to championing the principles of anti-racism, justice, and equity. We welcome prospective employees from diverse cultures and backgrounds, for all positions, who will uphold our values and contribute to our mission. We aim to have a leadership and workforce that is reflective of the communities we work in partnership with.
Benefits
Gateway Longview takes pride in offering an amazing benefits package to take care of our most important asset- our employees!
We offer medical, dental and vision plan insurance effective the first of the month following hire date, flexible spending accounts, wellness program, employee assistance program, a 403B retirement plan, flexible working options, & several more offers. In addition to receiving up to 11 paid holidays and 3 floating holidays a year, employees can earn up to 33 days of PTO each year, with the opportunity to start using PTO after hire date.
Compensation
$18.50 - $20.60
- Offers based on education and years of relevant experience
Hours/Schedule
Full-Time
Monday-Friday
Professional Development Opportunities
Gateway Longview has a strong investment in developing the future leaders of the organization through trainings, advancement opportunities, and a formal leadership pipeline.
Position Specific Duties/Responsibilities
- Assume reception and general office duties with excellent customer service including but not limited to: greet visitors and refer them to appropriate staff members, prioritize and route phone calls, schedule/reschedule client appointments, opening and closing procedures, manage copiers and record destruction services, fax group tasks, and act as point person for all mail-related duties. Responsible for monitoring voicemail grouping and responding/following up in a timely manner.
- Provide on-site supervision and assistance regarding day-to-day operations to reception staff
- Complete check in/out of clients which includes but is not limited to: updating client demographic information, collection of co-pays, co-insurance, outstanding bills, preparing daily deposit sheets. Adheres to cash handling procedures.
- Responsible for management of ClientTell Reminder call system and updating electronic medical record.
- Ensure an updated client medical record through responding to record requests, completing and sending letters, processing discharges, and scanning and uploading documents
- Provide coverage at Williamsville or Symphony circle clinic locations during time off or unplanned absences
- Coordinate and manage medication refill requests in collaboration with psychiatry staff.
- Manage daily operations of HealtheLink, including reviewing hospital presentations, pulling medical and lab documents, uploading files into the client chart, and scheduling appointments within established timeframes.
- Schedule interpretation services as needed to facilitate communication for clients with language barriers.
- Support the Director of Behavioral Health Services with special projects, including data analysis, reporting, or program enhancements.
- Follow all policies and procedures of the Behavioral Health Clinic, with particular attention to those governing client care and privacy.
- Assist various program areas with case file management, orientation of new hires, scanning and copying of documents, data entry, and distribution of program satisfaction surveys.
- Referral Processing for the Behavioral Health Clinic when needed which includes-BHC Referral email and BHC VM Group.
- Collaborate with the Corporate Integrity Department to ensure compliance with HIPAA regulations in record requests and other office practices.
- Perform other duties as assigned by supervisory staff.
Knowledge, Skills, and Abilities
- Strong communication and interpersonal skills, with sensitivity to the needs of diverse populations.
- Ability to multitask and prioritize in a fast-paced environment, demonstrating strong attention to detail and the ability to meet deadlines.
- Ability to work independently while maintaining collaborative relationships with clinical and administrative teams.
- Proficient in electronic medical records (EHR) systems and familiarity with navigating HealtheLink.
- In-depth knowledge of HIPAA regulations and their application in a clinical setting, preferred.
- Proficiency in Microsoft Word, Excel, and Google Workspace, with the ability to generate reports and track data.
- Strong problem-solving and decision-making skills, with the ability to adapt to changing priorities and manage multiple tasks simultaneously.
- High level of discretion and professionalism when dealing with confidential information.
- Ability to work effectively with clients, staff, families, and community providers, ensuring all communications are respectful and service-oriented.
Qualifications
- High school diploma required
- Minimum of 2 years of professional office administration experience, with at least 1 year in a medical or clinic setting.
- At least one year of staff oversight or mentorship experience preferred
- Prior experience with EHR systems is highly preferred.
An EEO/AA Agency
We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleagues develop these preferred skills. We strongly encourage those who are passionate about fostering a diverse, inclusive and equitable human service organization to apply.
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