Front Desk Data Entry Representative

With over 40 years of leadership in mental health treatment, The Center • A Place of HOPE is a Top Ten Facility for Depression Treatment. Our world-class staff provides professional excellence for the treatment of depression, anxiety, eating disorders, trauma, PTSD, addiction, OCD, sexual & emotional abuse, and spiritual renewal.

The Remote Front Desk Data Entry Representative will serve as a key point of contact for incoming communications (phone, email) while also handling accurate data entry tasks. This position supports our front-office operations by ensuring administrative logs and client information are captured reliably, contributing to both our operational efficiency and quality of service.

Key Responsibilities

Front Desk / Reception Duties (Remote)

Answer, screen, and route incoming phone calls professionally and courteously.

Respond to and manage front-office email inquiries.

Serve as the first point of contact for remote clients or stakeholders, ensuring a welcoming and helpful interaction.

Maintain a positive, mission-aligned tone in all communications, reflecting the organization’s values.

Data Entry & Administrative Support

Enter client demographic, treatment, and administrative data into the system.

Maintain and update front-desk logs, call records, message logs, and other administrative tracking documents.

Input scheduling or appointment information, as needed.

Perform data validation to ensure accuracy and completeness of entered information.

Document & Record Management

Manage electronic documentation, ensuring files are appropriately named, stored, and archived.

Support record retention processes in line with organizational policies.

Assist with data backup or database cleanup tasks when required.

Customer Service & Communication

Liaise with treatment staff, administrative teams, and other stakeholders to clarify or verify data as needed.

Provide excellent customer service by promptly following up on calls, messages, and data requests.

Escalate queries, complaints, or technical issues appropriately to management.

Compliance and Confidentiality

Adhere to all confidentiality and data security guidelines, especially given the sensitivity of treatment-related data.

Follow organizational procedures for handling Personal Health Information (PHI) or other protected data (if applicable).

Report any data integrity or security concerns in a timely manner.

Continuous Improvement

Suggest improvements to data entry workflows, front-desk processes, or remote communications.

Help in testing or rolling out administrative or data-management system upgrades.

Document standard operating procedures (SOPs) for your responsibilities.

Required Qualifications & Skills

High School diploma or equivalent required; Associate’s degree or higher preferred.

Proven experience in data entry, administrative support, or front desk work.

Excellent typing skills, with a strong focus on accuracy and speed.

Proficiency in Microsoft Office (especially Word and Excel) and familiarity with database systems.

Strong verbal and written communication skills.

High level of organization, attention to detail, and ability to multitask.

Reliable internet connection and a dedicated, quiet workspace at home.

Ability to work during core business hours in the relevant time zone 

Commitment to confidentiality, discretion, and data security.

Self-motivated, able to work independently, and comfortable working remotely.

Preferred Qualifications

Previous experience working in a healthcare, mental health, or treatment environment.

Knowledge of electronic health record (EHR) systems or comparable CRM/databases.

Familiarity with HIPAA or other data privacy regulations, if applicable.

Experience in customer service or call-center environments.

Physical / Work Environment Requirements

Work is performed remotely, so a home office setup is required.

Prolonged use of a computer and sitting for long periods.

Occasional phone-based work; must be comfortable spending significant time on calls.

Benefits

Competitive hourly wage or salary.

Flexible work-from-home arrangement.

Paid time off / vacation days.

Health, dental, and vision insurance.

Professional development opportunities.

Retirement plan