Front Office Coordinator

Job DetailsJob Location: Holton Office - Holton, KS 66436Position Type: Full TimeEducation Level: High SchoolSalary Range: $19.55 - $26.50 HourlyJob Shift: DayKANZA MENTAL HEALTH & GUIDANCE CENTER, INC. POSITION TITLE: Front Office Coordinator – Holton REPORTS TO: Holton Office Manager DIRECT REPORTS: None FLSA STATUS: Non-Exempt; Full-Time; Employment-at-Will Position WORK SCHEDULE: 1.0 FTE; 40 Hours per Week; Monday–Friday PRIMARY LOCATION: Holton Office – Holton, Kansas PURPOSE The Front Office Coordinator is responsible for managing day-to-day front desk and administrative operations at Kanza Mental Health & Guidance Center’s Holton office. This position serves as an important first point of contact for clients, families, visitors, and community partners and is responsible for providing professional, compassionate, and confidential customer service. Primary responsibilities include greeting and checking in clients, scheduling appointments, maintaining client demographic and administrative information, assisting with insurance verification, managing incoming communications, and providing administrative support to clinical and medical staff. The Front Office Coordinator must demonstrate strong organizational, communication, multitasking, and interpersonal skills and maintain confidentiality at all times. The primary office location for this position is Kanza Mental Health & Guidance Center’s Holton, Kansas office. However, based on staffing, training, meetings, client needs, coverage, or other organizational and operational needs, the employee may be required to travel to and work from Kanza’s Hiawatha, Kansas office as needed. ESSENTIAL JOB FUNCTIONS Patient Reception and Check-In: Greet clients, families, and visitors warmly and professionally and check clients in for appointments. Obtain and update demographic information as needed. Obtain required information from new clients and inform them of the Same Day Access procedure. Open new client charts in the Electronic Medical Record (EMR) and enter appropriate data. Obtain client electronic signatures on required documentation, including treatment plans or plans of care, releases of information, finance agreements, sliding scale fee documents, and other forms as needed. Review and update Releases of Information and Finance Agreements annually or as required. Appointment Scheduling: Schedule, reschedule, and cancel client appointments as needed. Update Outpatient and Medical Services staff schedules accordingly for client appointments. Enter appropriate general notes in the EMR regarding no-shows, cancellations, or other relevant scheduling information. Administrative Support: Answer incoming telephone calls and direct callers to the appropriate staff member or voicemail. Assist with filing, scanning, and maintaining client records. Prepare and distribute necessary paperwork to clients and clinicians. Handle incoming and outgoing correspondence and mail. Type letters, forms, and other documents for staff as reasonably requested. Check office phone messages and emails and route information appropriately. Insurance and Billing Support: Verify client demographic and insurance information upon check-in. Obtain copies of current insurance cards and a driver’s license or other identification as applicable. Assist with general billing inquiries within the scope of the position and coordinate with the Front Office, Billing, or other appropriate staff as needed. Customer Service: Provide compassionate, courteous, and professional service to clients and their families. Answer client questions when appropriate or direct them to the staff member who can best assist them. Address client concerns and complaints in a professional manner and notify the appropriate supervisor or staff member when additional assistance is needed. Maintain client and staff confidentiality and comply with HIPAA, 42 CFR Part 2, Kanza policies, and other applicable confidentiality requirements. Office Operations: Open the office for the day, including unlocking designated exterior doors, turning on lights, starting computers and necessary office equipment, and checking phone messages and emails. Maintain supplies, forms, and materials needed for new client charts, emergency documentation, and normal office operations. Report building maintenance, safety, or operational concerns to the supervisor. Maintain a clean, organized, professional, and welcoming front office and waiting room. When responsible for closing the office, follow established closing procedures, including checking designated exterior doors, turning off lights and sound machines, and ensuring applicable appliances and equipment are turned off before leaving the building. Travel and Multi-Site Support: Maintain the Holton office as the primary assigned work location. Travel to and work from the Hiawatha, Kansas office as needed to support staffing, training, meetings, client services, coverage, and other organizational or operational needs. Travel to other Kanza locations may also be required when reasonably assigned. Other Duties: Perform other duties as reasonably assigned based on client, departmental, and organizational needs. The statements contained herein describe the scope of responsibility and essential functions of this position but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other areas or Kanza locations to cover absences, provide relief, equalize peak work periods, or otherwise balance organizational workload. QualificationsREQUIRED KNOWLEDGE, SKILLS, AND ABILITIES High school diploma or equivalent required. Previous experience in a medical, behavioral health, mental health, or professional office setting preferred. Excellent organizational, time-management, and multitasking skills with the ability to manage competing priorities and deadlines. Strong verbal and written communication, interpersonal, and customer service skills. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and the ability to learn and effectively use Kanza’s Electronic Medical Record and other required software systems. Ability to work independently while also functioning effectively and cooperatively as part of a team. Ability to maintain client, employee, and organizational confidentiality and comply with HIPAA, 42 CFR Part 2, and applicable Kanza policies and procedures. Ability and willingness to travel between the Holton and Hiawatha offices and to other Kanza locations as required by the position. PHYSICAL DEMANDS Remaining stationary, such as standing or sitting, for prolonged periods. Moving throughout the office and between worksites as necessary to accomplish assigned tasks. Adjusting, moving, lifting, or carrying objects weighing up to 25 pounds. Repeating motions that may include the wrists, hands, or fingers while using a keyboard, telephone, copier, scanner, or other office equipment. Reading computer screens, electronic records, correspondence, and other written materials. Communicating with others in person, electronically, and by telephone to exchange information. Traveling between Kanza office locations as required to perform job responsibilities. WORKING ENVIRONMENT The working environment is primarily a professional behavioral health office setting. Work is generally performed indoors with ambient room temperatures, lighting, and traditional office equipment and requires regular interaction with clients, families, staff, providers, and community members. The employee’s primary office location will be the Holton office in Holton, Kansas. However, this position is not limited to the primary office location. The employee will be expected to travel to and work from the Hiawatha, Kansas office as needed based on staffing, training, meetings, client, coverage, and organizational needs. The work schedule will generally conform to a full-time, Monday through Friday, 40-hour-per-week schedule. Schedule flexibility may be required based on office and organizational needs, including designated evening shifts until approximately 6:00 p.m. Some overtime may also be required. CONFIDENTIALITY All Kanza Mental Health & Guidance Center employees are expected to maintain the highest level of confidentiality and function within the highest ethical standards by exhibiting exemplary professional conduct. SALARY RANGE FOR THIS POSITION Hourly rate commensurate with experience and the Kanza Mental Health & Guidance Center salary structure.