The Intake Receptionist will be responsible for presenting the ideal image of New Day Women’s Clinic to our clients, both in person and over the phone. This position serves as the “face” of the clinic and shall be integral in ensuring a positive, uplifting experience for all who come to NDWC. The Intake Receptions supports the organization in client needs and assists other staff in client flow. This includes but is not limited to client intake, records management, phone management, addressing client needs, and client contact management for scheduling purposes, etc. 

1. Serves as the “first face” of NDWC by greeting clients, initiating the intake process, answering phones, welcoming visitors, and coordinating tours/information
    a. Conducts themself in a professional manner at all times, for in person contacts, and telephone calls.
    b. Ensures that the lobby is welcoming and inviting by:
        i. managing music, beverages, snacks, seating, etc
        ii. communicating with the Operations Manager for any cleaning/stocking needs

2. Responsible for coordinating client scheduling, intake management, records maintenance and communication with staff, mentors and volunteers so that every client receives compassionate, courteous and professional service.
    a. Becomes proficient in data entry and use of data management tools.
    b. Communicates with clients to set and confirm appointments.
    c. Manages in person and phone intake in a timely and proficient manner.
    d. Coordinates with staff and volunteers to ensure paper files are managed properly and in compliance with all privacy standards.
    e. Communicates client needs to appropriate staff/volunteers and coordinates with office staff to ensure client files are accessible during      appointments.
    f. Handles all medical records requests in a timely and professional manner.

3. Regularly audits and modifies client flow through the center.
    a. Reviews and enters exit interviews; bringing concerns to the attention of the Executive Director.
    b. Makes personal observations and makes recommendations to Intake Manager based on those observations to improve flow and client satisfaction.

    c. Gleans guidance from comments and concerns expressed by clients, staff, and volunteers and makes recommendations for changes to client flow.
    d. Implements changes deemed necessary and ensures that staff and volunteers are adhering to best practices for client benefit.

4. Maintains reception office with appropriate supplies for all staff and coordinates ordering with Operations Manager.
5. Demonstrates strong servant leadership by supporting and promoting harmony and a ministry of restoration/reconciliation modeled after Christ’s example, serving clients and volunteers effectively and lovingly and supporting and promoting NDWC’s mission. 

• Complete all training required for Receptionists and agrees to adhere all policies and procedures.
• Check clients in and out of appointments using our EMR system
• Answer phone calls, utilizing applicable scripts, and taking notes when necessary
• Schedule existing clients
• Register new clients in the EMR system and schedule appointments accordingly
• Transfer phone calls to proper machines so callers can leave voicemails for designated staff
• Properly construct a new client chart and file appropriately
• Communicate with clients regarding existing appointments, new appointments, or general scheduling questions they may have
• Maintaining HIPAA/Confidentiality over the phone and in person
• Clearly communicate with applicable staff and volunteers any existing, rescheduled/cancelled, or new appointments
• Execute lock down protocol in the event of an emergency
• Maintain tidiness of the front lobby during shift time
• Maintain tidiness and cleanliness of workspace in the intake office
• Receive all Gift-in Kind donations and keep inventory / documentation for Finance Manager