Full-Time Front Office SpecialistLocation: Madison, Wisconsin
Reports to: Director of Operations
Schedule: Full-Time, On-Site Join Our TeamBehavioral Health Clinic (BHC) is seeking a friendly, organized, and dependable Front Office Specialist for our Stevens Point location. This customer-focused position plays an important role in creating a welcoming experience for clients, visitors, referral sources, and other professionals. The ideal candidate enjoys helping others, communicates with confidence and compassion, and can manage multiple priorities in a busy healthcare environment. This position requires strong attention to detail, comfort with technology, and the ability to handle sensitive information appropriately. Key ResponsibilitiesClient and Visitor Support- Welcome clients and visitors in a cheerful, professional, and helpful manner.
- Assist with client check-in and check-out.
- Confirm and update demographic and contact information.
- Help clients complete required forms.
- Request and collect payments for services.
- Respond to questions about BHC services, locations, policies, and clinicians.
- Maintain a clean, organized, and welcoming reception area.
Telephone and Communication Support- Answer incoming calls with a positive and professional approach.
- Identify callers’ needs, provide appropriate assistance, and route or document messages accurately.
- Recognize urgent or time-sensitive matters and communicate them to the appropriate team members according to established guidelines.
- Check voicemail, shared email inboxes, and incoming faxes regularly throughout the workday.
- Place outbound calls regarding appointments, outstanding payments, records requests, insurance verification, outreach initiatives, and other client-service needs.
- Maintain clear shift notes so team members understand the status and priority of unresolved items.
Scheduling and Records- Schedule appointments according to BHC policies and client needs.
- Maintain clinician schedules across assigned programs.
- Review schedules daily for accuracy, completeness, conflicts, and inconsistencies.
- Proactively investigate and resolve scheduling issues.
- Maintain client waitlists and contact clients when appointment openings become available.
- Update electronic medical records accurately and promptly.
- Prepare clinician schedules, new-client materials, testing supplies, room schedules, and other resources for the following business day.
Office and Operational Support- Maintain an appropriate inventory of office and facility supplies.
- Order supplies as needed and monitor timely delivery.
- Maintain records related to supplies, equipment, and facility needs.
- Assist with basic troubleshooting of office technology, hardware, and software.
- Coordinate with internal or external technical support when advanced assistance is needed.
- Complete other assigned administrative projects, including document maintenance, mailings, filing, chart audits, proofreading, restocking, and community outreach support.
Qualifications- Strong verbal and written communication skills, with the ability to maintain a positive, confident, and professional tone.
- Excellent customer-service and interpersonal skills.
- Ability to manage multiple priorities while maintaining accuracy and attention to detail.
- Ability to handle challenging or sensitive conversations calmly and professionally.
- Strong initiative, accountability, organization, and problem-solving skills.
- Ability to protect confidential information and follow HIPAA requirements and organizational policies.
- Comfort using computers and electronic medical record systems for most daily responsibilities.
- General proficiency with Microsoft Office, internet-based email, video-conferencing platforms, multiline telephone systems, payment-processing equipment, and standard office technology.
- Ability to work effectively and collaboratively within a team.
- Flexibility to support routine fluctuations in clinic needs and scheduling.
- Willingness and ability to learn new systems, processes, and responsibilities.
- Experience with healthcare billing, insurance, or medical office operations is preferred.
Benefits: Eligible employees may receive a competitive benefits package, including health and wellness benefits, paid time off, retirement benefits, and other employee resources. Eligibility varies based on employment status and plan requirements. Behavioral Health Clinic (BHC) is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and providing equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law. BHC provides reasonable accommodations to qualified individuals with disabilities throughout the application and employment process. As part of the onboarding process, all successful candidates will be required to complete Form I-9 (Employment Eligibility Verification) and undergo a background check, in accordance with applicable laws and company policies.
|