Full-Time Front Office Specialist

Location: Madison Wisconsin
Reports to: Director of Operations
Schedule: Full-Time On-Site

Behavioral 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.

• 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.

• 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.

• 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.

• 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.

• 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.