Job Information
Options Counseling and Family Services Front Office Coordinator in Eugene, Oregon
If you are unable to complete this application due to a disability, contact this employer at recruiting@options.org to ask for an accommodation or an alternative application process.
Vision Statement
Options Counseling and Family Services supports the health, safety, equity, and well-being of our clients, families, employees, and communities.
Mission Statement
In partnership with members of the communities we serve, Options Counseling and Family Services promotes safety, healing, and empowerment for individuals and families.
Benefits
Options offers many benefits for our full-time employees (full-time is any employee working 30 hours per week or more). A list of all our benefits can be found on our website, here: https://options.org/careers/benefits/
Highlights:
Options pays 100% of the cost to cover employees for medical, dental, vision, basic term life, accidental death and dismemberment, and long-term disability
403b retirement plan with an agency match
Health Reimbursement Account (HRA) funded by Options to reimburse employees for a percentage of medical expenses related to employees' deductible
Flexible Spending Account (FSA) and Dependent Care Expense accounts are available
Generous Paid Time-Off (PTO) policy that allows employees to earn up to four weeks in the first year of employment
Employee Assistance Program (EAP), 100% funded by Options
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they have every one of the qualifications as described. We are most interested in finding the best candidate and our hiring processes are centered on assessing candidates based on diverse experience. Please let us know if you have questions.
Qualifications
General Description:
The primary responsibility of the Front Office Coordinator is to answer agency phones, schedule ongoing client appointments, and provide administrative support to Licensed Medical Professionals (LMPs), service providers, and clients. Requires ability to interact and relate well to the public, in person and on the phone.
Schedule:
The proposed schedule is Monday - Thursday from 8:00 AM to 6:30 PM for an average of 40 hours a week. Employees that work over 30 hours per week will qualify for full benefits.
Minimum Qualifications:
A minimum high school education or equivalent, and one year of office experience and/or training, or an equivalent combination of education and experience. Must be computer proficient in Microsoft Word, Excel, and record keeping software (applicants will take a computer assessment to assess skill level). Must have a respectful, open, unbiased, and accepting attitude toward clients, their families, and other staff. Pass a ODHS background check and/or fingerprinting.
Preferred Qualifications:
Experience working in a clinical setting, medical or mental health. Bilingual in English/Spanish (Options pays a differential for Spanish-speaking employees; must pass an assessment to qualify).
Essential Duties and Responsibilities:
Reception 60%
Answer multi-line phone system and direct calls
Respond to questions regarding services offered
Greet clients coming into the clinic, and check each into the Electronic Client Record (ECR) system
Collect copays and fees for private pay and sliding scale participants
Check insurance coverage for clients scheduled each day
Schedule client appointments
Respond to client cancellations via the automated system; confirm cancellations and reschedule client
Provide new clients with opening paperwork, and check documents to ensure they are complete, dated, and signed
Enter and scan data into the ECR as directed
Verifying client information when they come in for appointments
Send sliding scale clients an information letter and prepare referral sheets
Fill in for other Receptionists as needed
Service Provider/LMP Assistance 20%
Schedule ongoing appointments for LMP clients
Provide LMP and sliding scale clients with information letter and prepare referral sheets for sliding scale clients
Send letters on behalf of service providers
Accept payments for psych services
Assist in maintaining the TBA (to be assigned) list of clients
Coordinate group therapy referrals and alerts, set up approved and referred clients in ECR
Help prepare, set up, and take down for group therapy sessions
Administrative 20%
Collect information that other departments request (intake sheets, insurance information, release of information, etc.)
Order furniture and office equipment, track invoices, and send to appropriate individual/department
Maintain list of office inventory (including furniture and medical supplies) and update on a continual basis
Take minutes for meetings; edit and distribute as needed
Open and distribute incoming mail, meter, and take outgoing mail to drop-off site daily
Clean and maintain the reception area
Data entry entering referral information
Perform other duties as assigned
Working Conditions:
Extended periods of time sitting at work station updating client records, and phone work
Requires continual mental concentration and attention to details. Extended periods of focus and attention and computer use are frequently required
Mobility and dexterity sufficient to assist clients/staff and handle required job-related functions
Ability to cope with clients who may use challenging or offensive language with potential for escalation to physical aggression