Named 2025 Organization of the Year by the Greater Hot Springs Chamber of Commerce, we are looking to add people to our team with a passion for making a difference. We are seeking an exceptional Front Office Support Staff to join our 501(c)(3) nonprofit organization dedicated to transforming lives and creating positive change in our community.

Ouachita Behavioral Health and Wellness (OBHAW) is the oldest nonprofit mental health organization in the area, and we are dedicated to transforming lives and creating positive change in our community. Our team members work together to create a collaborative, empowering environment where individuals are able to heal and find hope. We are a values-driven organization and believe that these values should guide us: Openness - Balance - Honesty & Integrity - Accountability - Work Together.

What We Offer:

• Competitive salary and benefits package.
• Paid holidays and a generous PTO (Paid Time Off) plan.
• 401k retirement plan with 4% employer match.
• Opportunities for professional development and career advancement within a mission-driven organization.
• A collaborative and inclusive work culture that values innovation, creativity, and a shared commitment to making a difference.

Join us today in our mission to create lasting change!

OBHAW is an equal opportunity employer committed to diversity in the workplace. If you require accommodation, please contact Human Resources at 501.620.5126.

Job Title: Front Office Support

Location: Hot Springs AR

Hours of Work: 40 hours per week

FLSA Classification: Nonexempt

Job Summary

Provide excellent customer service to clients, visitors, and employees at reception desk. Schedule appointments, data entry, error-handling, switchboard operation, obtain referrals, verify insurance, collect and process payments, and perform various administrative support functions for one or more OBHAW offices and/or programs.

Essential Functions

• Schedule intake appointments as evidenced by:
• • Completing referral form.
  • Verifying insurance coverage and/or Medicaid eligibility prior to appointment.
  • Verifying prior OBHAW admissions, finding or assigning case number, and notifying medical records.
  • Obtaining PCP referrals as needed.
• Ensure client demographics and financial information are kept up to date as evidenced by:
• • Adding and deleting flags and comments as needed.
  • Keying updated information completely and accurately. Refreshing client financial and demographic information at each visit.
  • Keeping accounts receivable informed of changes in client eligibility.
• Monitor schedules of Mental Health Professionals to ensure all available hours are scheduled with clients.
• Serve as receptionist and switchboard operator as evidenced by:
• • Greeting clients and visitors and checking them in.
  • Scheduling return appointments and providing client an appointment card.
  • Answering incoming calls on multi-line phone system in a friendly, professional manner by identifying company and self.
  • Routing calls and/or delivering accurate messages in a timely manner.
• Processing payments as evidenced by:
• • Collecting copayments, coinsurance, deductibles, and any fees for service 99% of the time.
• Adhering to organizational policies and procedures as evidenced by:
• • Staying informed of current policies and procedures, committee actions, and other information required for the functional operation of the company, researching available resources and/or asking questions of supervisor or designee as needed.
  • Following company security and confidentiality policies at all times, accessing client and staff information only as needed for job duties and as approved by supervisor.
  • Complying with organizational computer, social media, and internet usage policies, reporting problems, and suggesting improvements to procedures, software, and equipment.
  • Adhering to work schedule and submitting requests for leave according to procedure. Unscheduled PTO/Absences (leave that is not scheduled and approved in advance) should not exceed three (3) in a 12-month period.
  • Completing required annual online training (i.e., Relias) and other training required by organization or for licensure.
• Work as a member of the team as evidenced by:
• • Providing exemplary customer service to clients and coworkers, receiving no more than two (2) formal complaints per year.
  • Following appropriate lines of communication to report and resolve problem situations according to established guidelines, chain of command, and approved committee actions.
  • Accepting constructive criticism related to performance and demonstrating acceptance by taking personal responsibility for appropriate change.
  • Using appropriate emailing etiquette such as replying to emails in a timely manner, using discretion when forwarding another person's email, and using personal email accounts for nonwork-related email.
  • Serving as a peer mentor for new employees as requested.
  • Participating in staffing and supervision.
  • Participating in at least two (2) organization or partner organization community events per year.
• Performing other work-related tasks as requested by an authorized supervisor.

Required Skills / Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite and general office equipment. Ability to quickly learn job-related software.
• Ability to prioritize and manage multiple projects simultaneously.
• Ability to travel to the office daily, or as required by the supervisor.
• Knowledge and application of Client Rights and Responsibilities of all persons seeking services from organization.
• CPR, First Aid, and Handle with Care are not required for this position.
• Verbal De-escalation training is required for this position.

Education and Experience

• High School diploma or GED required. Some college experience preferred.
• One (1) year of related work experience preferred.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must have the ability to use a computer as required. Must be able to communicate with others in an understandable manner. Must be able to operate standard office equipment. Work is primarily sedentary but must be able to move through the building to access office equipment. May need to occasionally move light equipment. Regular attendance at work is a requirement of this position. Able to travel within the five-county catchment area and to conferences/training as required.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

• Health insurance
• Dental Insurance
• Vision insurance
• Paid time off
• Paid holidays
• 401k retirement plan with employer match
• Professional development opportunities