Bilingual Front Office Coordinator (Administrative)

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.

Options Counseling and Family Services, founded in 1991 in Florence, Oregon, has since expanded to serve fourteen counties in western Oregon. Headquartered in Eugene, we provide quality mental health and family preservation services to diverse communities. Committed to supporting health, safety, and empowerment.

Benefits

Options offer these benefits to our full-time employees (full-time is any employee working 30 hours per week) company-paid health/vision and dental, long-term disability, and life insurance; for a full list of all benefits, please view our website: https://options.org/careers/benefits.
 

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.

General Description:

The primary responsibility of the Bilingual 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 - Friday from 8:00 AM to 5:00 PM for an average of 40 hours a week. Employees that work over 30 hours per week will qualify for full benefits.

Minimum Qualifications:

Bilingual in English/Spanish (Options pays a differential for Spanish-speaking employees; must pass an assessment to qualify). 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.

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