You can do the work you love, be your authentic self, and make an impact in the lives of thousands. We believe in a culture rooted in community, collaboration, and growth. As an agency we are inspired by our Mission of bringing hope to life, especially those most in need.

Catholic Charities is committed to the policy of vaccination against the COVID 19 virus. We are committed to maximize the safety of our employees and clients by mandating the primary COVID-19 vaccination series as a condition of employment with Catholic Charities.

Discretionary quarterly bonuses of $200

Benefits

Medical, dental, life, flexible spending, EAP, retirement & vol benefits including vision, ltd, life insurance, critical illness, injury accident & ID theft protection. 13 paid holidays, 12 days of vacation, 8 sick days. Bereavement leave, education assistance program. Discretionary longevity award of 1.5% of annual salary starting after 5 years of service.

Position Summary:

To provide support to the Agency by offering efficient and caring service to all callers, collaterals, clients, to relay accurate and timely information to staff and to complete work in a timely, professional fashion according to Agency standards.

Responsibilities:

Provide clerical support for all Agency departments

• Answer incoming calls promptly with the standardized greeting on a multi-line telephone system and any applicable cellular or radio communication related to Diversion team activities
• Maintain HIPAA protocol at all times
• Check all telephone messages left after hours and forward in a timely and accurate manner to the appropriate personnel
• Inform callers they may be transferred to voice mail if the individual is not available
• Ensure callers are getting transferred to the correct individual
• Utilize voice mail and handwritten messages appropriately as requested
• Update phone directories
• Maintain schedule of staff who are on/off duty or on vacation/sick leave, and assist Team Leads and Director in tracking, schedule changes throughout day, including running and distributing CareLogic Crisis and Diversion reports to the team as requested
• Receive and distribute incoming mail accurately to all Agency Departments
• Prepare and meter all outgoing mail and deliver to post office drop box
• Check all equipment to ensure readiness for use (including stocking paper, toner, etc.)
• Provide information about the Agency to callers
• Perform RV and/or office opening and closing procedures per checklist

Provide support specific to the Diversion and Crisis mental health programs

• Enter new patient information into Mental Health database
• Schedule staff appointments in Mental Health database
• Assist in the maintenance of an accurate database for services provided to Mental Health consumers
• Check consumer demographics updates at every visit
• Maintain current and accurate financial eligibility using ProviderOne database
• Assist with the development of informational brochures, newsletters, flyers, etc.
• Assist with outgoing faxes and coordinate distribution of faces received at the Agency
• Assist with special projects as assigned
• Check clients in for appointments
• Collect (at time of service) and receipt all client payments
• Check Medicaid ProviderOne eligibility as needed
• Announce arrival of clients to clinicians
• Make changes to appointments accordingly per Televox Report.
• Schedule/reschedule appointments as needed
• Complete mental health program staff filing/scanning, correspondences daily and accurately
• Receptionist will be responsible for greeting staff, clients, and visitors
• Copying insurance cards and medical coupons from patients and maintains an internal check list for coupons received
• Inform staff if an individual is waiting for them in the lobby or other location in the community
• Enter and print receipts for client payments
• Log daily mail
• Coordinate mailings including bulk mailings and other group mailings
• Maintain positive, outgoing team atmosphere towards staff and clients
• Greet clients and staff in a professional, friendly and attentive manner
• Be professional, yet assertive with clients (ie, payments, confidentiality, waiting area rules,)
• Keep all personal information regarding self/clients/staff in confidence at all times
• Answer phones promptly and cordially
• Ensure that noise level in reception area is kept at a low level
• Be flexible to meet the requirements of the position

Fax and Forms

• Scan, distribute, and log client faxes
• Maintain form center with current forms
• Duplicating and copying all forms ensuring all forms are available

Job Requirements:

The following requirements are those that are normally required for performance of this position. Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of sitting, standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements:

Education

• Associates Degree or Business School training preferred
• High School Diploma

Experience

• 2 years experience in a Receptionist or Secretarial position

Special Skills

• Pleasant, professional, welcoming and friendly demeanor with staff and clients
• Bilingual (English/Spanish) preferred, but not required
• Detail-oriented and able to manage multiple-line telephone system in a busy office setting, which requires multiple task management
• Computer word processing using MS Word and MS Excel and ability to learn and efficiently use Electronic Medical Record
• Experienced use of standard office equipment, including copier, fax, answering machine, postage meter, and calculator
• Ability to maintain a positive, team-oriented service attitude toward clients and staff at all times

Licensure, Registration, Certification

• Valid Washington State drivers license and agency minimum required liability insurance

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color national origin, gender (with or without sexual conduct), age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, or any other characteristic protected by applicable law.