Front Desk

Position Summary

Learning to Achieve Wellness (LTAW) is seeking a professional, friendly, organized, and dependable Front Desk to serve as the first point of contact for patients, visitors, providers, and staff. The Front Desk is responsible for providing excellent customer service while managing daily front-desk activities, including greeting patients, answering phones, scheduling appointments, checking patients in and out, collecting payments, managing patient communications, and maintaining an organized and professional reception area.

The ideal candidate is personable, detail-oriented, dependable, comfortable working with technology, and able to multitask in a fast-paced healthcare environment.

Essential Duties & Responsibilities

Front Desk & Customer Service

• Greet patients and visitors in a friendly and professional manner
• Serve as the first point of contact for patients entering the office.
• Provide excellent customer service and a positive patient experience.
• Maintain a professional, welcoming, and organized reception area.

Phones & Communication

• Answer incoming calls professionally and courteously.
• Use WEAVE to manage calls, patient communications, and text messages.
• Take and relay messages accurately.
• Make appointment reminder and follow-up calls as needed.
• Respond to routine patient inquiries and direct clinical questions to the appropriate staff member.
• Maintain professional communication with patients, families, providers, and staff.

Scheduling

• Schedule, reschedule, and cancel patient appointments.
• Confirm appointments as required.
• Maintain accurate appointment information.
• Assist with managing the daily appointment schedule.
• Communicate appointment information clearly to patients.

Patient Check-In & Check-Out

• Check patients in and out for appointments.
• Verify patient insurance and contact information.
• Ensure required forms and information are completed.
• Update patient information as needed.
• Provide patients with appropriate paperwork or instructions.
• Collect copays and other patient payments as applicable.
• Process payments accurately.
• Provide receipts or payment confirmation when appropriate.

Computer & Office Systems

• Use AdvancedMD for scheduling, patient registration, demographic updates, check-in/check-out, and other front-desk functions.
• Use WEAVE for telephone and patient communication.
• Maintain accurate information in EHR systems.
• Maintain patient confidentiality when accessing or communicating patient information.

General Office Support

• Maintain an organized and professional front-desk area.
• Monitor office inventory and notify management when supplies are needed.
• Assist with general administrative duties as assigned.
• Maintain a clean working environment
• Work cooperatively with providers and office staff to maintain an efficient office environment.

Confidentiality

• Maintain patient confidentiality at all times.
• Follow HIPAA requirements and LTAW policies and procedures.
• Handle patient information with professionalism and discretion.
• Do not provide clinical advice or information outside the scope of the position.

Required Qualifications

• High school diploma or GED.
• Excellent customer service skills.
• Professional telephone etiquette.
• Strong verbal and written communication skills.
• Basic computer proficiency.
• Strong organizational and multitasking skills.
• Attention to detail and accuracy.
• Dependable and punctual.
• Ability to work effectively in a team environment.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications

• Previous front desk or receptionist experience.
• Previous healthcare or medical office experience.
• Experience with AdvancedMD.
• Experience with WEAVE.
• Experience with appointment scheduling and patient check-in/check-out.
• Experience collecting copayments or processing payments.
• Knowledge of medical terminology is a plus.

Key Qualities

• Friendly and approachable
• Professional and dependable
• Patient and compassionate
• Organized and detail-oriented
• Excellent communicator
• Comfortable with technology
• Able to multitask
• Team-oriented
• Positive attitude

Work Environment

This position works in a professional mental health office environment and involves frequent interaction with patients, visitors, providers, and staff. The Front Desk must be able to remain professional, courteous, and organized while managing multiple front desk responsibilities.

Reasonable Accommodation and Equal Employment Opportunity

Learning to Achieve Wellness provides equal employment opportunities to qualified applicants and employees without unlawful discrimination. Reasonable accommodations will be considered for qualified individuals with disabilities to enable them to perform the essential functions of the position, unless doing so would create an undue hardship or direct safety threat.