Support Staff - Full Time and Part Time

Support Staff Job Description

Reports To: Support Department Supervisor

Location:Phoenix Rising, Satellite Offices, Community

Wage: Negotiable

Hours: Forty Hours per Week

Support Staff are the first representatives of the agency for clients and any other visitors. Therefore, the front desk must present a professional demeanor while they answer phones, schedule appointments for clients.  Support staff must have a basic understanding of the services of the agency as well as the agency’s clinical functions.

                                                DUTIES AND RESPONSIBILITIES

1. Greet individuals as they come to the agency.

1. “Check-In” clients and visitors per agency procedures

1. Answer phones and direct phone calls to the appropriate person.

1. Notify clinical staff of the arrival of their next appointment.

1. Identify any paperwork or updates that the client needs to fill out and have the client complete the necessary paperwork. Checking alerts and following them.

1. Make copies of insurance cards asking if insurance./address/phone number changes since last visit.

1. Collect co-pays while notifying clients of any balances due.

1. Petty Cash responsibilities.

1. Obtain information for initial diagnostic assessment, verify insurance, and schedule diagnostic assessment appointments.

1. Schedule next appointments for psychiatrist and as needed for other staff.

1. Collects mail and gives to the appropriate person as well as giving messages to individuals as needed.

1. Opening and Closing of office

1.  Ensures that all forms are available and makes copies of forms as needed including diagnostic assessment packets.

1.  Tracks stats as requested by Quality Improvement Director, and/or CEO. Survey Monkey entries

1. Checks voicemail, and sends messages to appropriate person

1. Notifies HR, person’s supervisor, and medical staff of call offs of staff

1. Performs variety of clerical duties

1. Performs other duties as assigned

1. Understanding of HIPAA

1. Ability to pass annual competency tests

JOB ACTIVITY DEMANDS

Physical:

• Ability to lift and carry twenty pounds of weight
• Ability to sit or stand for extended periods of time
• Ability to talk and have good hearing.

Mental and Personal

• Basic reading, writing and arithmetic skills
• Knowledge of phone system and protocol for answering phones.
• Professional verbal and written communication
• Computer literate with ability to learn new software applications.
• Discretion with confidential information
• Excellent organizational skills
• Pleasant and courteous demeanor with staff, callers and clients.

JOB SPECIFICATIONS

Education:

• Minimum of high school diploma or one to three years of clerical experience

Skills:

• Good interpersonal skills and the ability to get along with diverse personalities (clients, physicians, staff and general public)
• Good communication skills, written and verbal
• Ability for discretion with confidential information
• Ability to multi-task and cope with stressful situations
• Ability to be trained and use computer systems

Knowledge:

• Basic reading, writing and arithmetic skills
• Ability to pass annual competencies
• Understanding of HIPAA rules
• Ability to apply common sense understating to carry out instructions furnished in written, oral or diagram form
• Ability to deal with problems involving several concrete variables in situations
• Basic understanding of mental health/mental illness