Company Info
The Psychology Center

7617 Mineral Point Rd Suite 300
Madison, WI, United States

Phone: 608 833-9290 X304
Web Site:

Company Profile

Front Desk Receptionist


Job ID:



Madison, WI, United States 


Admin-Clerical, Health Care Services


$15.00 per hour

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Zip Code:


Employment Type:

Full time




Administrative-Clerical: Administrative Support, Data Entry-Order Processing, Filing-Records Management, Reception-Switchboard

Job Description:

This position is classified as regular, full-time, non-exempt. Hours of work are expected to be 40 hours each week, 10:00 a.m. to 6:30 p.m. Monday through Thursday, and 9:00 to 5:30 p.m. on Friday. Any deviation from this must be approved by the Front Desk Supervisor in advance.

The Reception and Information Specialist position serves the needs of both the support and professional staffs and requires an ability to smoothly switch gears when needed. It is a customer service oriented position in which it is necessary to pay attention to detail and possess the ability to perform multiple tasks, frequently switching from one task to another in order to be successful.

Duties & Responsibilities:

1. Reception/Front Desk
• Check-in and appointment scheduling of clients. If appropriate this may include asking for past due balances or co-pays. Check the appointment schedule and update reports.
• Phone reception (first call Answer). Answer, complete, or route the call to the appropriate person or area.
• Posting mail
• Responsible for sending outgoing faxes requested by clinicians, and for collecting and distributing incoming faxes.
• Office closing in the evening, to include locking doors, equipment, general clean-up in kitchen area and staff room, straightening of waiting room, file charts, and shredding .
• Assist with folding, stuffing, and mailing statements, claims, etc.
• Office maintenance, chart filing, chart scanning, filing of loose papers and referrals, copy projects from clinicians as needed.
• Other duties as assigned.

2. Transcription
a. Evaluations
i. Coordinate with Billing Department status of evaluation preparation and timetable for completed statements to accompany reports.
ii. Prepare final evaluation reports in a timely manner.
iii. Proofreading evaluation reports.
b. Letters
c. Treatment Summaries
d. Voice Mails

3. Forms/Brochure Management
a. Update a number of forms (including brochures) when there are personnel changes as necessay

b. Create fillable forms when needed & revise as necessary.
c. Keep up brochure supply
d. Revise front desk forms as requested
e. Communicate with printing personnel regarding orders of business cards, letterhead, envelopes, color brochures, progress notes, special projects, etc.
f. Maintain electronic form filing on TPC Network for Support & Clinical Staff Directories

4. Design Forms/Flyers
a. Design/layout of marketing materials as requested
b. Design group cover sheets and handouts.
c. Design various office flyers as requested.
d. Design Power Point presentations.

5. H, F and C Drive File Management/Backup Files. This position creates and stores a large volume of documents, etc. These resources should be periodically reviewed and older, outdated materials should be deleted off the system and/or archived to preserve adequate file storage space on the TPC Network for the organization.

Job Requirements:


Working knowledge of computer systems and knowledge of the following software applications - Microsoft Word, Excel, Access, PowerPoint. In addition working knowledge of Photoshop and Adobe Acrobat software applications. Organizational and communication skills sufficient to manage projects and communicate with internal and external contacts. High school diploma or equivalent.