Provide front desk support at a Manhattan mental health clinic: greet clients, manage check-in/check-out and scheduling in the EHR, handle mail/faxes and clerical tasks, follow up with clients, coordinate with clinicians, maintain reception area, and perform other administrative duties while protecting client confidentiality.
Athena Mental Health is a New York State mental health-approved provider of community mental health services for children, adults, and families with behavioral and emotional challenges. We specialize in individual and group psychotherapy for clients with a focus on trauma-informed care. We are dedicated to improving the quality and accessibility of mental health care for all, especially individuals from underserved communities.
Here at Athena, we pride ourselves on hiring a diverse group of mental health clinicians and staff who are passionate and dedicated to improving our clients’ overall emotional well-being. We provide both in-person and telehealth services for our clients and offer a competitive compensation plan and amazing benefits to our staff.
Are You a Good Fit For Us?
This role will provide front desk support, ensuring a welcoming environment for clients and their families, and assist with administrative tasks while maintaining confidentiality and sensitivity to client needs. The responsibilities of this role include managing client appointments and referrals, greeting all clients with a professional demeanor, and following up with admitted clients on their caseload.
Responsibilities
- Greet clients entering the clinic while managing the check-in/check-out process with the highest level of professionalism
- Manage all client foot traffic and direct inquiries to the appropriate staff
- Notify onsite clinicians when their assigned patient has arrived for their appointment
- Ensure the reception area is tidy and presentable, stocked with all necessary stationery and material (e.g. pens, forms, and brochures)
- Handle essential administrative tasks, including filing, making copies, and data entry
- Manage incoming and outgoing mail correspondence, incoming faxes, shipments, and additional recordkeeping tasks
- Respond to all client inquiries in a polite and timely manner
- Schedule follow-up client appointments and maintain the clinic’s internal calendar
- Schedule Intake appointments in EHR system
- Follow up with clients after intake appointments to ensure an initial appointment is made with the assigned Clinician
- Manage outreach needs for a caseload of 100 incoming and current clients
- Tracks and monitors client progress by overseeing weekly follow-up until transition is successfully made to clinicians
- Interact with clinical and administrative staff onsite to assist with any clerical duties or requests
- Perform other duties as assigned by the supervisor
Qualifications
- High school diploma or equivalent
- Bilingual in Spanish Required
- Experience in a healthcare setting preferred
- Previous experience using computerized appointment scheduling systems and/or electronic Medical Record systems
- Strong communication and interpersonal skills
- Detail-oriented and outcome driven
- Able to discreetly handle sensitive and confidential information
- Accountability and integrity
- Meticulous attention to detail while multitasking
- Excellent organizational and prioritizing skills
- Demonstrates emotional intelligence in personal interactions
- Exceptional communication skills - written and verbal
- Strong computer skills and proficiency with Word, Excel, G-Suite, and other software/applications
Working Conditions
This position will be located at our Manhattan clinic. This is a professional work environment where a computer, desk, chair, and office supplies will be provided on-site at each of our offices.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the role above.
While performing the duties of this job, the employee is regularly required to hear and speak on the phone or computer throughout the day, stand and sit for an extended period of time, and be able to write and answer emails in addition to carrying objects no greater than 25 pounds, when needed.
Direct Reports: This position has no direct reports.
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