Job Description

Part-Time Medical Office Receptionist

Counseling of El Paso is a multi-specialty counseling practice that serves the southwest region. CEP serves children, adolescents, and adults who are seeking an individualized experience based on their needs and goals.

Mission: Counseling of El Paso is committed to improve the quality of life of our clients in relation to their mental, emotional, and relational health, with the highest quality and at a fair cost.

Vision: Counseling of El Paso’s vision is to be a leading organization in mental health in the El Paso community by providing service with dignity, compassion, respect, and kindness to its clients, providers, and team.

Job Summary:

This position focuses on office operations, billing, and functions for the counseling practice. The office receptionist is responsible for the organization, management, and services related to clients, therapists, and the organization.

Salary: Full-Time or Part-Time Position $ 15 per hour

Key Traits in Office Receptionist:

• Rapport building.
• Communication skills.
• Service mindset and humility.
• Enjoys working and being part of a team.
• Responsive and engaged.
• Reliable and committed.
• Warm and caring.
• Compassionate.
• Curious and open-minded.
• Patient and flexible.
• Confident and knowledgeable.
• Willingness to learn and grow.
• Willingness to accept clients regardless of client’s gender, sexual orientation, abilities or religious background.

Duties and Responsibilities:

Client Related:

• Answer phone calls and provide information about services in a professional and friendly manner.
• Confirm client appointments as needed.
• Schedule clients using online software.
• Welcome clients in a warm and professional manner.
• Accept and record client payments (co-pays, private pay, etc.).
• Work in a team setting (other team members and providers) to facilitate services for clients.

Office Related:

• Able to work at a fast pace and multitask.
• Make phone calls for providers as requested and assigned.
• Answer phone calls, return phone calls, follow-up on messages/emails/faxes.
• Write letters, emails, and messages on behalf of the organization as requested and assigned.
• Organize and input information electronically in various software applications.
• Communicate clearly and accurately with clients, therapists, and others, as specified (phone calls, messages, emails).
• Calendar review, verifying information.
• Maintain and organize office-related documentation (copies, scan, file, fax, organize).
• Record keeping and logs.
• Send faxes or mail as requested.
• Maintaining of office space that is safe and inviting.
• Other duties as assigned (meetings, events, etc.).

Billing Related:

• Verify the client’s insurance coverage, authorizations, and benefits.
• Submit insurance claims.
• Research claims, resolve, and resubmit claims.
• Communicate with insurance companies.
• Collect payments and send invoices.
• Maintain updated insurance information.
• Complete insurance-related tasks and documentation.
• Provide credentialing support, and check credentialing status and verifications.

Professional Development:

• Abide by ethical and legal standards set by the licensing board and the state for the counseling practice.
• Abide by HIPAA regulations and practices.
• Attend training, presentations, and meetings as assigned.
• Participate in supervision.

Community Outreach:

• Participate in outreach events for prevention, education, wellness, mentoring, and advocacy activities (community workshops, training, education, online blogging, etc.).
• Other related duties as assigned.

Requirements:

• High School Diploma.
• Bilingual: Fluent in both English/Spanish (reading, writing, and speaking).
• Computer proficiency in Microsoft Office Word, Excel, PowerPoint, and other office software.
• Previous experience working in office/clerical work including record filing.
• Proficient phone etiquette and communication skills with clients.
• Appointment scheduling and receptionist duties.
• Excellent interpersonal skills and ability to work independently or as part of a team.

Desired:

• Some college.
• Experience in a mental health setting.
• Experience in medical records.
• Desire to grow within counseling practice.
• Previous billing experience and familiarity with Availity.
• Previous experience submitting, processing, and disputing claims.
• Understanding of explanation of benefits and ERAs.

Typical Physical Demands:

• Requires sitting, standing, bending, and reaching.
• Required manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones, and other office and/or clerical equipment.
• Requires normal range of hearing and vision.

Typical Mental Demands:

• Ability to give, receive, and communicate information, prepare written materials, and multitask.
• Must understand people with a diverse background and be able to communicate effectively.
• Ability to multitask and prioritize tasks.
• Ability to problem solve and work interdependently.

Working Conditions:

• Requires occasional evening, weekend, or on-call hours.

Schedule:

• Wednesday: 11am to 7pm 
• Thursday: 11am-7pm
• Fridays: 8am to 5pm
• Saturdays: 8am to 1pm 

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