Receptionist/Office Assistant

at  Genesis Clinical Services

WHO WE ARE:

Genesis Clinical Services is a faith-based mental health practice committed to offering precise, compassionate, and innovative care that reflects our Christian values. We believe in creating a supportive environment where both clients and staff can grow, thrive, and experience healing. Our practice emphasizes collaborative excellence, empathetic precision, and joyful resilience, providing an opportunity for all to flourish. We are seeking a Patient Services Coordinator who shares our values and is ready to take on a dynamic role, ensuring that the client journey is seamless, compassionate, and effective.

SUMMARY:

We are seeking a proactive and detail-oriented Patient Services Coordinator to join our growing clinical psychology practice. In this role, you will be responsible for managing client intake, scheduling, and communication, ensuring that every client has a seamless experience from start to finish. You will also play a key role in keeping the provider’s calendars full, ensuring that the client pipeline remains steady, and handling any unexpected circumstances with creative problem-solving. This position requires a candidate who thrives in a dynamic environment, is passionate about providing exceptional service, and works collaboratively to maintain the flow of the practice while aligning with our Christian values.

QUALIFICATIONS:

Education & Experience:
· Associates Degree required; additional relevant certifications or education is a plus.
· Experience in a healthcare or mental health setting, particularly in a role that involved scheduling, client service, and communication.
· Experience in working in a faith-based practice or with faith-informed care is a plus.
Skills:
· Strong communication skills and professional demeanor
· Proven ability to multitask, solve problems effectively, and stay organized under pressure
· Detail-oriented with an ability to maintain confidentiality and adhere to HIPAA regulations
· Highly proficient in using technology systems for scheduling, data organization, and communication
· A compassionate, patient, and proactive approach to client service
· Willingness to learn new software systems and adapt to the evolving needs of the practice

BENEFITS AND COMPENSATION:

We offer a competitive salary range, depending on experience. Our benefits package includes:

• Retirement savings plan
• A supportive, faith-based work environment with opportunities for growth and professional development

We look forward to hearing from candidates who are not just looking for a job, but are eager to join a team that values faith, compassion, and a proactive approach to client service.
Job Type: Part-time
Pay: $20.00 - $24.00 per hour
Expected hours: 15 – 25 per week

Benefits:

• 401(k)

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• [If you don’t answer this, your application will be rejected] This role is starting as a part-time role, and may grow over time as the practice grows. Why is this appealing to you?

Education:

• Associate (Required)

Ability to Commute:

• Charlotte, NC 28226 (Required)

Ability to Relocate:

• Charlotte, NC 28226: Relocate before starting work (Required)

Work Location: In perso

Serve as the primary point of contact for clients, providing clear and timely responses to phone and email inquiries. Advocate for client needs and offer education on services available, guiding them through the process with empathy and professionalism. Maintain communication between clinicians and clients, ensuring smooth follow-up and addressing any concerns with proactive solutions.

• Billing & Insurance Coordination

Use creative problem-solving skills to handle unexpected situations that may arise, ensuring the practice continues to run smoothly even under pressure. Respond to crises with professionalism and composure, following established emergency protocols.

• Record Keeping & Documentation

• Client Management & Scheduling:

Welcome clients warmly, check them in for appointments, and provide necessary paperwork. Coordinate appointments and ensure client calendars are full by effectively managing scheduling and communicating with clinicians. Proactively adjust schedules when necessary, keeping providers’ calendars full and efficiently managing changes to client appointments.

• Intake & Registration:

Facilitate the intake process, ensuring that all demographic and insurance information is gathered accurately and entered into the electronic health record (EHR) system. Actively work to ensure the client tracker is consistently up-to-date, keeping an eye on client flow to avoid delays and inefficiencies.

• Communication & Client Advocacy:

Serve as the primary point of contact for clients, providing clear and timely responses to phone and email inquiries. Advocate for client needs and offer education on services available, guiding them through the process with empathy and professionalism. Maintain communication between clinicians and clients, ensuring smooth follow-up and addressing any concerns with proactive solutions.

• Billing & Insurance Coordination:

Assist with billing tasks, verify insurance coverage, process claims, and resolve any billing issues while maintaining confidentiality and HIPAA compliance.

• Clinical Support & Collaboration:

Collaborate with clinicians to support assessments and screenings, ensuring testing and therapy rooms are prepared. Help with clinical tasks, supporting a cohesive and collaborative practice environment. Ensure that clients have the support they need to move through the therapeutic process smoothly.

• Office Management & Quality Assurance:

In partnership with the Operations Manager, oversee daily office operations, manage supplies, ensure equipment functionality, and maintain a welcoming atmosphere. Contribute to quality assurance efforts, ensuring the practice complies with all regulatory standards and best practices.

• Crisis Management & Problem Solving:

Use creative problem-solving skills to handle unexpected situations that may arise, ensuring the practice continues to run smoothly even under pressure. Respond to crises with professionalism and composure, following established emergency protocols.

• Record Keeping & Documentation:

Maintain accurate and organized client records in compliance with privacy regulations and ensure timely, effective documentation of all interactions. Actively use the EHR system and client tracker to track client progress and keep detailed, up-to-date information for the entire client team.