Summary

Performs front-desk/reception functions such as meeting and greeting clients and visitors, answering multi-line switchboard, forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying demographic information such as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to review client intake form; and handling difficult customer service interactions, either face-to-face or by telephone.

Job description

Essential Job Functions

Performs front-desk/reception functions such as meeting and greeting clients and visitors, answering multi-line switchboard, forwarding calls to voice mail or appropriate staff member, taking and delivering messages, checking in clients (including verifying demographic information such as telephone number, mailing address, payer source; collecting payment for services; documenting payment for services; notifying clinician when client arrives); reconciling cash drawer; scheduling client appointments; copying, sorting, and delivering mail; sending and receiving/delivering faxes; meeting with client to review client intake form; and handling difficult customer service interactions, either face-to-face or by telephone.

Enters various client data in electronic information system (e.g., client demographics, clinical assessment summaries (CASs), client eligibility information, client transfers, event changes, annual review updates) and enters other program-specific data (e.g., grants, payee) in various databases.

Performs medical records-related functions such as building new legal health records; archiving closed legal health records; pulling legal health records for clinicians in advance of client appointments; filing clinical documentation (e.g., progress notes, treatment plans) in legal health record; managing legal health records by creating new volumes when record grows too large for single file; processing disability requests, releases of information, and subpoenas and court orders; generating correspondence to requestors of information; transferring legal health records from one program site to another; ordering closed legal health records from archives; running deficiency reports on legal health records; recovering files; and performing quantitative analyses of legal health records.

Files and maintains variety of correspondence, records, reports, and other documents, related to site’s operations, in addition to those related to legal health records.

Education

Completion of up to 18 months’ business school, beyond high school.

Experience

Three-to-four years’ experience working in office setting and performing various clerical or administrative tasks.
Advanced knowledge of Microsoft Office Suite.
Typing speed 50 - 60 word units per minute.
Strong oral and written communication skills.

Physical Demands

Position has no unusual physical demands; individual has discretion about walking, standing, etc.
Position requires lifting up to 10 pounds, with occasional lifting of ledgers, medical records, or computer runs.
Position may occasionally require walking or standing, stooping, or bending.
Occasional exposure to office chemicals or continual use of a video display terminal.

Requirements

Completion of up to 18 months’ business school, beyond high school.
Three-to-four years’ experience working in office setting and performing various clerical or administrative tasks.
Advanced knowledge of Microsoft Office Suite.
Typing speed 50 - 60 word units per minute.
Strong oral and written communication skills.

Company overview

Seven Counties Services is Kentucky's leading Community Mental Health Center, providing comprehensive behavioral health services across seven counties in the Louisville region. Founded in 1978, the organization offers a full spectrum of mental health services, substance abuse treatment, and intellectual and developmental disabilities support to children, adults, and families. With over 1,500 professionals operating from 30+ offices, Seven Counties Services serves approximately 30,000 individuals annually, maintaining full accreditation from The Joint Commission. The organization specializes in child and family behavioral health, adult behavioral health, developmental services, substance abuse and addiction treatment, and prevention services. As a nationally recognized provider, Seven Counties Services operates with a trauma-informed approach and provides 24/7 crisis support through the 988 hotline, ensuring accessible care regardless of diagnosis or insurance status. The organization has been recognized as a Top Workplace in the Greater Louisville Area and maintains strong community partnerships to deliver integrated care that addresses both mental and physical health needs.