Wendy Russell

Front Desk Management

• Greet clients, families, visitors, and other service providers with warmth and professionalism, contributing to a welcoming and positive atmosphere.

• Manage incoming communications, including phone calls, emails, and faxes, to ensure timely and accurate responses.

• Organizing and managing psychological evaluations for psychologist.

Client and Staff Scheduling

• Manage appointment scheduling for direct staff and clients, ensuring that client treatment teams remain as consistent as possible.

• Arrive punctually to adjust the schedule as needed (e.g., following staff and/or client cancellations) and communicate with staff/families as needed regarding any changes to the schedule.

• Notify staff of client arrivals and departures to ensure smooth session transitions.

• Input daily client and staff appointments via billing software and monitor completion of billable session notes.

• Coordinate staff meetings, training sessions, and client assessments in collaboration with the clinical team.

Client and Staff Onboarding

• Support the onboarding process for new staff by ensuring the completion and proper filing of all necessary HR documentation.

• Set up and verify access to all necessary systems, including data collection, timekeeping, and billing platforms.

• Manage incoming client referrals and assist with the intake process, including gathering required documentation and consent forms.

Records Management

• Maintain up-to-date and confidential client records in compliance with HIPAA regulations and clinic policies.

• Organize and update both electronic and physical filing systems as needed to ensure accessibility and accuracy.

Billing and Insurance Support

• Oversee internal reports on billing status to ensure proper reimbursement and compliance with insurance regulations.

• Track client authorization periods and coordinate with clinical staff to update treatment plans and documentation as needed.

Additional Duties

• Monitor and replenish clinical and office supplies as needed to support uninterrupted clinical operations. Place orders for additional supplies as needed.

• Manage petty cash for the purchase of clinical materials and minor operational needs.

• Assist with timekeeping and payroll by reviewing employee timesheets, approving time-off requests, and overseeing the allocation of admin time.

• Collect and input data gathered from incident reports.

• Assist staff in the process of gaining and maintaining RBT certification.

• Foster collaborative working relationships among staff, including members of the leadership and management teams.

• Organizing and managing psychological evaluations

• Generate quarterly billing reports across multiple office locations

• Manage employee compliance tracking for TB testing, drug screening, safety care, and first aid training.

• Submit monthly credit card and director expense reports, andreconcile transactions with the company checking account.