Receptionist -Bilingual
16 days ago
Torrance
Job DescriptionSalary: $20-$24 per Hour About the Role: This is for a contracted employee role, with an expected duration of six (months).At the end of the contracted period of employment, job performance, attendance, attitude and overall interest in the job will be assessed in a performance evaluation to determine if an offer of full-time at will employment will be made, if the contract period will be extended, or if the contract will be ended without further offer of employment. JOB SUMMARY: TheReceptionist is responsible for greeting visitors and delivering exceptional customer service assistance.This entails answering calls and fieldingthem accordingly, addressing visitor questions and needs, and providing an overall welcoming environment. The receptionist will providea high level of customer support that is professional, personal, and sensitive to the needs of clients while adhering to C4Ks policies and procedures. Effectivelyestablishsupportiverelationship with clients, staff, and outside entities to garner resources necessary to provide comprehensive services to all clients. Proactivelymaintainresponsibilityofthe agencys centralized scheduling, including but not limitedtothescheduling ofinitial and recurring appointments, psychiatric appointments, and psychological assessment appointments. Additionally,this role willbe responsible forthe review,maintenance, andensuring that clinicianavailabilityis up to datein agency systems. The Receptionistshall perform the duties below: ESSENTIAL FUNCTIONS: • Client Services Responsibilities:, • Serve as primary contact in the reception area for clients and visitors., • Greetsclients, visitors, and guests;determinesthe purpose of eachpersonsvisit and directs or escortsthemto theappropriate location.Notifies company personnel of visitor arrival., • Exhibitsappropriate judgmentin assessing when theyare able toaddress client/caregiver inquiries and when it is necessary to escalate toappropriate parties., • Maintain office security by following safety procedures, agency policy,and controlling access via the reception desk., • Enforces andmonitorsappropriate useofelectronic sign in app, staff parking badges, & issues parking reimbursement& updates logwhen applicable per agency policy., • Maintain active knowledge of Counseling4Kids referrals capacity and relevant factors (i.e.,callback& turnaroundtime, scheduling availability, & service languages) and convey necessary information to referring partners., • Upon receipt of referralfrom external parties,provide referral formtoapplicable partiesfor thepurposeof facilitating Counseling4Kidsreferrals processes., • As assigned,serve as backup todepartmentstaff in obtaining documentation andassistwith the completion of forms for client and/or caregiver consents (i.e., proof of Medi-Cal, personal ID/DL, IEP, court document review)., • AttendCSD morning meetings,scrum,and other required meetings as scheduled., • Provide translation and/or interpretation services when needed., • Complete Opening and Closing Procedures to create a hospitable environment per department procedures, • Ensure that clients and/or guardians visiting the office adhere to safety protocol and agency policy., • Scheduling Responsibilities:, • Answers phones in a professional manner, screens, and directs phone calls to staff; takes messages and schedules appointments., • Responsible for ensuring that the department is adhering to agency policypertimelyaccess to carerequirementsfor allclients by:, • Scheduling initial and recurring appointmentsforindividual therapy, • Supporting adjunct services by schedulingpsychiatric appointments/consultations, and psychological assessments/feedback appointments, • Completing daily review ofcentralized schedulingsoftware,clinicians Outlook& Exymcalendars, and BambooHR todetermine ongoing clinician scheduling availability., • Proactivelyidentifies, andcoordinatesscheduling& reschedulingaround relevantevents, holidays,and/or dates that mayimpact services. This includes but is not limited to:, • National and/or agencyobserved holidays, agency events, and/or school breaks(i.e., Winter/summer vacation), • Whenapplicableprovides active communication to agency leadership staff todetermine when clients will be visiting the office., • Updates clinician calendars to reflectscheduled, rescheduled, and/orcoverage appointments., • Daily review of treatment room calendars to ensure room availability and staff coverage., • Data & Analytics Responsibilities:, • Actively collects and communicatesrelevantdata from agency software systemspertaining toscheduling(i.e., No-Show Reports)on a daily basis., • As applicable, contact clients and/or caregivers that have been identified as havinga missed appointment the day before and when possible, schedule an appointment before the end of the week., • Provide communication with assigned or covering cliniciansregarding rescheduled appointments and update agency systems. Whenappropriate loop in clinicians and clinical leadership regarding high-risksituationspertaining to client treatment., • Review of informationpertaining toCentralized Scheduling Weekly Appointment reports, as applicable review information provided by Client Services Directorregarding client caseloads., • Assess if caseloads are aligned or if data discrepancies exist between caseload and scheduled appointments., • General Administrative Duties:, • Perform general reception duties including but not limited tomaintainingthecleanliness of thewaiting area, reception desk,and therapeutictreatment rooms minimally once per day., • Assistthe other departments with administrative support on routine daily tasks and on special projects (i.e.help with letter-writing, copying, faxing, contacting providers and community partners, gathering materials, doing research, creatingspread-sheets, tracking data, and creating reports)., • Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs., • Keep inventoryofofficesupplies andinformExecutiveAssistantsitems that need to be reordered., • Receives documents, packages, and courier deliveries and delivers or distributes items., • Responsible for ensuring that the protocol for depositing and retrieving agency mail is followed, • Other duties as assigned. MINIMUM QUALIFICATIONS: • Education:, • Candidate education/work experience minimally meets one of the following:, • BA in psychology, social work, or related field., • Associate (i.e., AA/AS)degree in related field and minimumof1+year(s)relevant work experience., • 3+years related work experience in a mental health agency, • Prior Work Experience:, • Excellent customer service skills including the ability to listen to client concerns and respond in a compassionate manner., • Strong reasoning ability, ability to make independentdecisions,anddetermine when to seek further consultation., • Consistentlydemonstrate exceptional organizational, multitasking, and time-management skills, with the ability to prioritize tasks, • Excellent interpersonal skills, including the ability to work cooperatively as part of a multidisciplinary team., • Bilingual English/SpanishRequired PREFERRED QUALIFICATIONS: • 1+ Year of experience working in role(s) requiring:, • Use of Electronic Healthcare Record(EHR) system for the purposes of scheduling of appointments in mental health or medical setting, • Knowledge of DMH systems and procedures, integratedsystems,and Medi-Cal billing, • Consistent interaction with children & families in non-profit and/or mental health setting., • Providing Spanish/English translation in mental health/medical setting., • 2+ years of experience working in a rolerequiringconsistent use ofMicrosoft Suite (i.e.Outlook, Word,SharePoint, Teams,and Excel) EEO Statement: Counseling4Kidsprovidesequal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age,disabilityor genetics. In addition to federal law requirements, Counseling4Kidscomplies withapplicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence,compensation and training.