Assistant Client Services Coordinator

Description

Pine Tree Society is committed to helping people with and without disabilities lead richer, more socially connected lives. Our mission is to provide children and adults with disabilities the opportunities and the means to create better lives for themselves and their families. Come join a team dedicated to helping the community lead richer, more socially connected lives every day!

Pine Tree Society's Assistant Client Services Coordinator provides support to the Audiology team, with specific responsibilities in the following key areas of the organization, including but not limited to: Audiology, Marketing and Development, and Business Services.

This position requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Assistant Client Services Coordinator will work independently on projects, working under pressure at times to handle confidential and sensitive agency information with a high level of integrity, customer service, and professionalism. Independent judgement is required to plan, prioritize, and organize a diversified workload.

Essential Responsibilities: (other duties as assigned)

Administrative Support:

• Answers phone and directs calls throughout the organization promptly, accurately, professionally, and courteously.
• Greets clients and visitors as they arrive, notifies employees of their arrival, and directs them to appropriate staff members.
• Return calls to patients/clients as directed by members of the Audiology team.
• Receives mail and packages, notifying appropriate recipients of their delivery.
• Prioritizes multiple front office tasks with flexibility and proactive adaptability as clinic demands shift on a regular basis.
• Tracks hearing aid orders and repairs upon request with tools provided by the Audiology Manager.
• Accurately documents and provides necessary paperwork/notations in Electronic Health Records (EHR) for repair appointments.
• Helps Audiology Client Services Coordinator maintain accurate, up-to-date records on repairs, orders, and returns.
• Assists with referrals for audiology services and ensures all necessary documentation has been uploaded/entered into EHR.
• Develops an understanding of all services and appointment types and uses knowledge to appropriately schedule appointments.
• Contacts patients to confirm appointments.
• Mails Audiology reports and requests for medical clearance in a timely fashion for use by patients, physicians, and/or insurance companies.
• Coordination of mailings including mail merges.
• Prepares mailings for Marketing and Development team.
• Sells Christmas cards and documents sales as part of the annual holiday card fundraiser.

Requirements

Qualifications, knowledge, skills, and abilities:

• Professional demeanor and exceptional interpersonal/customer service skills.
• Ability to communicate effectively with a variety of individuals.
• Promotes a collaborative atmosphere and engages positively with other team members.
• Familiarity with Microsoft Office Suite with ability to learn and utilize other software programs.
• High level of integrity and reliability.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks.
• Performs duties in a detail-oriented fashion.
• Professional verbal and written communication skills.
• Forward thinker who actively seeks opportunities for development and proposes solutions.
• Flexibility and adaptability.
• A sense of calm professionalism especially when interacting with patients.
• Must pass all required background checks including, but not limited to: motor vehicle, criminal, Adult Protective Services, Child Protective Services, US DHHS Fraud Prevention and Protection (OIG) and MaineCare background checks.

Education/Experience:

• High school diploma or GED required.
• Associate’s degree or higher is preferred. Experience will be considered in lieu of a degree.
• Administrative and customer experience service preferred.
• Experience in an administrative role at a medical office is desired.