Lead Medical Receptionist - CLIA - Urgent Care - Northstar Medical Clinic

Lead Medical Receptionist - CLIA

Everybody Has A Role To Play In Transforming Healthcare

As a Lead Medical Receptionist, you play a vital role in our mission to improve lives. Support both the administrative and clinical functions of the practice and serve as the primary liaison between the Clinic Manager and the medical reception team. At Vituity we know the impact you can have.

Join the Vituity Team. At Vituity we've cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call "culture of brilliance." Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done.

Vituity Locations: Vituity has opportunities at 900 practices across the country, serving 14.5+ million patients a year. With Vituity, if you ever need to move, you can take your job with you.

The Opportunity

• Greet all patients in a warm, friendly, and professional manner.
• Answer and screen incoming phone calls and take and relay messages in a timely manner.
• Process patient registrations and distribute patient forms.
• Review patient forms for completeness and accuracy and assist patients with questions as appropriate.
• Collect and accurately document patient demographic and insurance information.
• Comfort patients by anticipating concerns, answering appropriate non-clinical questions, and maintaining an organized and welcoming reception area.
• Recognize patients in distress and promptly obtain appropriate clinical assistance.
• Forward medical record requests to appropriate Vituity team members as needed.
• Schedule appointments when applicable at the clinical location.
• Maintain a clean, neat, safe, and orderly front-office work area.
• Maintain correct chart order and accurate patient workflow documentation.
• Attend and actively participate in required training, in-services, staff meetings, and clinic readiness activities.
• Process correspondence and maintain required patient logs in a timely and accurate manner.
• Protect patients' rights and maintain confidentiality of personal, medical, and financial information.
• Maintain operations by following established policies, processes, and procedures and by reporting needed changes or concerns to the Clinic Manager.
• Contribute to team goals by assisting with related front-office, patient coordination, and clinic operations responsibilities as needed.
• When applicable to the clinical location, verify insurance coverage; monitor and maintain business office inventory and equipment; and assist with patient rooming, room setup, retrieval and restocking of supplies, treatment-area cleanup, and other trained back-office duties.
• Serve as the primary liaison between the Clinic Manager and the medical reception team for routine operational communication, workflow updates, staff questions, and identified concerns.
• Serve as the first point of contact for routine front-office workflow questions and assist reception staff with resolving issues through established clinic policies, procedures, and escalation pathways.
• Support onboarding, orientation, and training of new or returning medical reception staff on clinic-specific front-office workflows, patient registration, phone procedures, documentation expectations, billing processes, CLIA and back-office responsibilities where trained and authorized, and escalation procedures.
• Help maintain and update medical reception onboarding materials, training checklists, workflow references, opening and closing checklists, and related operational tools as assigned.
• Promote consistent application of established reception workflows, customer service expectations, patient privacy requirements, and clinic communication practices.
• Communicate approved operational updates from the Clinic Manager to the medical reception team accurately and in a timely manner.
• Gather questions, feedback, and recurring workflow concerns from reception staff and communicate them to the Clinic Manager.
• Identify and escalate unresolved patient service, staffing, scheduling, workflow, safety, compliance, or interpersonal concerns to the Clinic Manager or other appropriate leader.
• Assist with problem-solving for routine front-office workflow issues while recognizing when a question or concern requires management, clinical, compliance, or human resources involvement.
• Support pre-season clinic readiness and end-of-season closeout activities related to reception workflows, forms, supplies, onboarding materials, and staff feedback as assigned.
• Model professionalism, reliability, teamwork, respectful communication, and patient-centered service for new and returning staff.
• Perform approved lead, training, or administrative duties as assigned and in accordance with applicable timekeeping, payroll, and human resources requirements.
• Accurately post and document payments received.
• Collect co-pays, outstanding balances, and payments for services rendered or other purchased items in accordance with established procedures.
• Complete patient discharge processes accurately and professionally.
• Transmit necessary and requested documents to the Revenue Cycle Management team as needed.
• Refer patient billing questions or concerns to appropriate billing personnel.
• Print and prepare superbills when applicable to the clinical location.
• Assist new or returning medical reception staff with established billing and payment workflows and escalate unresolved questions to the appropriate resource.
• Perform CLIA-waived point-of-care laboratory tests, such as rapid strep, influenza, glucose monitoring, urinalysis, and pregnancy testing, only after completion of required training and competency validation.
• Accurately label specimens and record and report test results in the patient's electronic medical record.
• Follow established protocols for quality control, calibration, testing, documentation, and reporting.
• Ensure proper handling, storage, and disposal of specimens, testing materials, and biohazardous waste.
• Maintain compliance with CLIA requirements, OSHA standards, infection prevention practices, clinic policies, and applicable procedures.
• Participate in required training, competency assessments, quality-control activities, and audit-readiness processes for CLIA waived testing.
• Support patients in preparing for examinations, including assisting with removal of outerwear or gear, providing gowns, and supporting patient comfort.
• Accurately obtain and document vital signs in the electronic medical record after completion of required training.
• Fit and prepare crutches, prefabricated splints, and durable medical equipment according to provider instructions and within the employee's training and authorized scope.
• Maintain clean and sanitary examination rooms, gurneys, equipment, and treatment areas in accordance with infection prevention standards.
• Change linens between patients and maintain safe treatment areas by tidying and drying floors as necessary.
• Assist patients with managing and securing personal belongings during their visit.
• Assist with safe patient transportation support, including escorting patients to the door or coordinating transport services as directed.
• Reinforce established CLIA-waived testing and trained back-office workflows with new or returning medical reception staff without performing independent clinical supervision.
• Promptly escalate clinical questions, abnormal results, patient-condition concerns, competency concerns, or issues outside the role's authorized scope to appropriate clinical personnel.

Required Experience and Competencies

• High School Diploma or equivalent required.
• Current BLS/CPR certification required.
• CLIA-waived testing training and competency documentation required (location will have on hand if not already completed).
• EMR/EHR system proficiency (e.g., Epic, Cerner, Athena) required.
• Previous experience as a team lead or supervisor or demonstrated ability to perform the prescribed lead duties required.
• 1-2 years of experience as a Medical Receptionist or in a customer service position preferred.
• Prior experience as a Medical Assistant preferred.
• Experience performing CLIA-waived testing in a clinical setting strongly preferred.
• Active EMT certification preferred.
• Knowledge of and ability to follow HIPAA privacy requirements and applicable clinic policies and procedures.
• Excellent customer service skills and a patient-centered approach to care.
• Strong written and verbal communication skills, including the ability to serve as an effective liaison between the Clinic Manager and medical reception team.
• Ability to support the onboarding and training of new or returning medical reception staff in a professional, patient, and consistent manner.
• Ability to answer routine front-office workflow questions, reinforce established procedures, and escalate unresolved concerns appropriately.
• Strong organizational skills, attention to detail, numerical aptitude, and basic computer proficiency.
• Ability to maintain accurate, legible, timely, and professional documentation.
• Demonstrates teamwork, initiative, reliability, accountability, and the ability to follow directions and meet deadlines.
• Demonstrates strong leadership,