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The Front Desk Administrative Assistant oversees the coordination of day-to-day operations related to client scheduling and appointment follow-ups to ensure efficient and effective service delivery. This role serves as a key resource for staff by addressing concerns, resolving issues, and managing client flow to maintain high levels of customer service.The Administrative Assistant supports the management team with administrative tasks, special projects, and adherence to organizational policies and workflows. This position also involves managing phone communications, monitoring client wait times, documenting consumer calls, and maintaining an organized client lobby area.Essential Duties and ResponsibilitiesOversees the day-to-day operations and work assignments related to the coordination of client scheduling and appointment follow up as needed.Serve as a resource to staff, by providing assistance and resolution to areas of concern. Schedule appointments for consumersProvide administrative tasks for the management team. This includes special projects.Oversee basic office needs. Adhere to MBI policies, procedures, and workflows within the scheduling scope.Ensure consumer calls are timely and accurately documented with appropriateness.Ensures high levels of customer service and accurate and timely processing of client requests.Manages client flow and monitors client wait times.Assists in resolving issues and conflicts efficiently.Assesses and analyzes customer feedback.Receive and effectively manage a large volume of phone calls and other day-to-day tasks in a timely manner.Attends all required training and mandatory meetings.Complete daily reminder calls to patients/clients within 48 hours of appointment.Responsible for facilitating client flow by notifying the Psychiatrist or Clinician of clients; arrival, being aware of service delays/cancellations, changes in schedule, and communicating with clients and clinical staff of delays/changes.Responsible for keeping the Client Lobby area clean and organized.Click “Arrived”, “No Show” or “Rescheduled” in CREDIBLE Schedule for Provider.Notify Clinician of Client arriving for Psychiatric Appt that is in need of TX Plan; as TX Plan must be completed first.Keep clients informed of service delays and provide preventative measures to avoid client escalations.Perform other job-related duties as assigned.
