Front Office Specialist- Behavioral Health

Job Title: Front Office Specialist- Behavioral Health

Department: Behavioral Health Clinic

***HIRING EVENT on March 10th & March 11th from 3p-7***

Walk-Ins welcome. You can apply and/or interview on site.

6350 Main Street, Williamsville 14221

Questions?

Email, call or text Abby at: [email protected] or 716-327-8067

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.

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

$16.50 - $18.00 per hour

• Offers based on education and years of relevant experience

Hours/Schedule

Full-Time

Monday-Friday

Must be able to work 2 evenings per week

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

• Assist psychiatry and clinical staff and perform reception duties with excellent customer service, including: front desk coverage, greeting clients and visitors and directing them to the appropriate staff members within the Behavioral Health building(s); answering and triaging phone calls; scheduling and rescheduling client appointments; routing calls and taking messages. Responsible for monitoring the voicemail group inbox and ensuring timely responses and follow-up.
• Complete client check-in and check-out procedures
• Collection of co-pays, co-insurance, outstanding bills, preparing daily deposit sheets. Adhere to cash handling procedures.
• Responsible for management of Reminder call system- House Calls Pro and updating electronic medical record and engaging clients for rescheduled/cancelled appointments.
• Follow all policies and procedures of the Behavioral Health Clinic
• Serve as the point person for all mail operations, including sorting inter-office mail, receiving and distributing daily mail, maintaining postage and mail procedures, fulfilling outgoing mail requirements, managing the postage machine, and providing Accounting with monthly departmental postage reports.
• Manage copier machines and record destruction services
• Work collaboratively with the Corporate Integrity Department to ensure fulfillment of record requests and office practices are in compliance with HIPAA Regulations
• Complete tasks assigned to the administrative group in Google Workspace in a timely manner, as submitted by Clinical and Psychiatry providers
• Use the Theralink Telehealth system to create client accounts and schedule appointments as needed.
• Other duties as assigned by the supervisor team

Knowledge, Skills, and Abilities

• Must have excellent communication skills and customer service and sensitivity to the needs of persons with disabilities
• Ability to multi-task and be detail oriented, ability to work independently and be an enthusiastic team player. Must have a high degree of discretion dealing with confidential information
• Familiarity with an Electronic Health /Medical Record, and experience with navigating HealtheLink, and HIPAA regulations
• Must have computer skills and proficiency in Word, Excel and Google Workspace.
• Ability to work effectively with clients, staff, families, and community contacts
• Ability to work two evening shifts per week, as assigned, to ensure clinic coverage

Qualifications

• High School Diploma
• Minimum of 1 years reception experience in a medical or clinic setting

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.