Front Desk Coordinator

Description

Since 1972, Therapeutic Health Services (THS) has provided evidence-based, culturally appropriate and compassionate behavioral health treatment, programs and services for children, youth, and families with substance use and mental health disorders. We are on the frontlines:

• Fighting the region’s opioid epidemic
• Providing behavioral health support for those experiencing homelessness
• Lowering barriers to behavioral health for youth and adults who have had challenges accessing quality care
• Specialists in serving the needs of the BIPOC and LGBTQIA communities
• A family of caring and compassionate providers dedicated to serving the most vulnerable in our community

Responsible for smooth operation of a non-Medication Assisted Treatment THS location.  Supervises the staff and functions of the support services unit, ensuring the quality and timeliness of administrative activities, appointment scheduling, reception, purchasing, client records, administrative files, administrative and statistical reports, equipment maintenance, facility maintenance, and other related work as required. 

REPORTING RELATIONSHIPS:  Reports to Site Supervisor

Schedule:  Monday through Friday, 6:45 AM - 3:15 PM 

EXAMPLES OF WORK:  

1. Maintains a professional demeanor at all times. 
2. Must be able to resolve personnel conflicts with input from the Support Services Manager and/or HR. 
3. Maintains operating procedures for the support services unit, consistent with applicable laws and regulations and direction from the Support Services Manager.    
4. Implements needed improvements in administrative processes and workflows; reviews changes in conjunction with the Support Services Manager. 
5. Ability to intervene with clientele and employ de-escalation techniques as necessary. 
6. Serves as a liaison at the site level in coordinating between distinct programs within THS:  medical, SUD, etc.  Involves program managers and the Support Services Manager, as necessary, to resolve concerns. 
7. Equitably manages space concerns at the location, including office and parking spaces. 
8. Ensures that reception and appointment scheduling functions are staffed during all hours of operation. 
9. Collaborates with patient care representative and appropriate program manager to assure adequate coverage for intakes and assessments.   
10. Ensures that all equipment is maintained for efficient operation and longevity and instructs staff in its correct operation. 
11. Ensures overall general maintenance and appearance of the facility, including neatness of the reception area and other common areas. 
12. Recommends arrangements for equipment purchase, equipment maintenance, purchase of office supplies, and contracting for facility maintenance with approval from the Support Services Manager and/or CEO.   
13. Ensures all active clients receiving services have an active profile in the EMR system.  
14. Ensures that all documents are scanned into the client’s electronic chart within 60 days. 
15. May prepare statistical and administrative reports. (i.e., medical records, all staff minutes, accessibility reports, incident reports) 
16. Health and Safety representative for the location. 
17. Reports the receipt of subpoenas, court orders, and any other legal documents to the CEO and Executive Assistant.  
18. Other duties as assigned.  

Requirements

• High School Diploma or Equivalent 
• Two years of prior experience, including similar duties; experience in a medical setting is preferred. 
• Strong customer service skills, including proficiency in phone etiquette. 
• Familiarity with office products, equipment, and procedures. 
• Experience with computers, including data entry and record maintenance. 
• Ability to adhere to confidentiality requirements. 
• Excellent organizational skills. 

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 this job.

• Ability to converse with and listen to people in many different settings
• Ability to use a computer and telephone, as well as other standard office equipment
• Mobility requirements may involve navigating various work areas, including stairs or ramps.
• Ability to occasionally push, pull, lift, and/or carry supplies up to 25 pounds
• Work takes place in a social services environment where long periods of sitting, working on a computer, and standing (with accommodations provided for specific positions).
• Travel to program sites and meetings outside the site and around the county are necessary
• Ability to work in an environment where there may be animals present, including dogs

*In compliance with the ADA Amendment Act, should you have a disability that requires assistance and/or reasonable accommodation with the job application process, please contact the Human Resources department.  

Benefits:

• Are offered to all Full-Time & Part-Time staff.
• Employer paid medical/dental/vision insurance packages.
• Employer paid life insurance.
• 12 accrued vacation days per year.
• 12 days sick leave accrual per year.
• Mental Health Day.
• 1 Personal Day.
• 12 Paid Holidays.
• Flexible Spending Plan.
• 403(b) Retirement plan.
• Employee Assistance Program.
• Training Allowance/License Reimbursement.
• We are also a Second Chance Employer.

Equal Employment Opportunity Statement

Qualified individuals must be able to perform the essential functions of the position with or without reasonable accommodation. Accommodations may be provided in accordance with applicable federal and state laws. We are an Equal Opportunity Employer and value diversity in our workforce.