Medical Receptionist

Medical Receptionist

The Medical Receptionist provides courteous and effective support to patients, coworkers, and guests in a residential treatment setting. This role focuses on admitting new patients, maintaining accurate demographic, billing, and insurance information in electronic health record systems, and supporting administrative processes that facilitate access to treatment, patient retention, and integration of services across residential programs. The position requires strong customer service skills, attention to detail, and the ability to work collaboratively with clinical and administrative teams while upholding privacy and regulatory standards.

Responsibilities

• Admit new patients into residential treatment programs using the electronic health record system, ensuring all demographic, billing, and insurance information is accurate and complete.
• Obtain necessary Releases of Information and assist patients in completing intake paperwork in a clear and supportive manner.
• Search patients' belongings in accordance with policy to help ensure safety and appropriateness of items brought into the residential setting.
• Notify patients' insurance providers to lock in their specific plan for the duration of the treatment episode and document all related actions in the health record system.
• Provide a warm handoff to clinical staff by clearly communicating relevant information and ensuring a smooth transition for newly admitted patients.
• Coordinate with the admissions team and site support leadership to assist with scheduling new patient intake appointments and adjusting schedules as needed.
• Assist patients in reactivating or renewing Oregon Health Plan insurance after obtaining OHP Assister status, and guide them through required forms and processes.
• Use online insurance verification systems to confirm that patient insurance information is valid and accurate prior to appointments.
• Verify coverage levels and authorization requirements using internal and external resources, and seek guidance through appropriate channels when questions arise.
• Obtain, manage, and process Food Stamp cards for patients twice a month, explaining the process and assisting patients with completing applications.
• Maintain a strong working relationship with OHA DHS Self Sufficiency representatives to secure Food Stamp cards in a timely manner and resolve process issues.
• Deliver excellent customer service in person and over the phone by being prompt, courteous, and accurate when providing information and assistance.
• Facilitate effective connections to internal resources and services for prospective and current patients, referring to appropriate departments when needed.
• Open, manage, and close the admit building for the programs, ensuring areas are secured, orderly, and properly stocked with designated materials and signage.
• Maintain tidy, welcoming reception and admit areas for patients and guests, and seek additional assistance to resolve facility or patient-related issues when necessary.
• Create, file, and close paper health records while ensuring all handling of records complies with organizational policy and HIPAA regulations.
• Perform data entry, filing, and other front desk administrative tasks accurately and efficiently to support clinical and administrative operations.
• Attend scheduled team meetings and trainings to stay current on procedures, policies, and best practices.
• Maintain consistent attendance and punctuality to support reliable front desk and admissions coverage.
• Communicate accurately and positively about recovery and the use of evidence-based treatments in all patient and staff interactions.
• Use data and science-based approaches to identify barriers, overcome obstacles, and inform decisions related to patient access and administrative processes.
• Demonstrate financial responsibility by avoiding waste, documenting accurately, and seeking new opportunities to improve services and efficiency.
• Show compassion and respect for others, maintaining professional boundaries while working with individuals diagnosed with substance use or co-occurring conditions.
• Apply verbal de-escalation techniques when interacting with upset individuals in person or on the phone, and seek supervisory support when appropriate.
• Explain procedures and enforce policies using a positive tone and helpful disposition, showing empathy and patience when assisting individuals who are struggling to understand or complete tasks.

Essential Skills

• At least 1 year of experience in front office administration or reception work, preferably in a medical, health care, or similar setting.
• Demonstrated customer service skills with patients and coworkers, including the use of service-oriented language, an open and positive tone, and prompt, accurate responses to requests.
• Proficiency with general Microsoft Office applications, including Outlook and Excel.
• Ability to operate a computer and effectively navigate and maintain patient records in an electronic medical records system, such as Epic or similar platforms.
• Strong data entry skills with a high level of accuracy and attention to detail when working with procedures, forms, and patient information.
• Knowledge of basic medical terminology and health care operations, including familiarity with insurance processes and requirements.
• Effective phone etiquette and professional communication skills, both in person and over the telephone.
• Ability to establish and maintain professional communications and boundaries while managing complex situations and interacting with individuals with substance use or co-occurring conditions.
• Capability to use verbal de-escalation techniques when working with upset individuals in person or on the phone.
• Ability to explain procedures and enforce policies using a positive, helpful, and empathetic approach.
• Consistent reliability in attendance and punctuality to support front desk and admissions operations.

Additional Skills & Qualifications

• High School Diploma or GED is preferred.
• Additional education or training in practice management, medical office support, or administrative support processes is preferred.
• Two years of relevant customer service experience in a non-profit and/or health care environment is preferred.
• Familiarity with electronic health record systems, including Epic, is beneficial.
• Knowledge of insurance verification processes and authorization requirements is advantageous.
• Experience working in medical or health care environments, particularly in residential or behavioral health settings, is a plus.
• Ability to become an Oregon Health Plan Assister and support patients with OHP reactivation or renewal processes.
• Willingness and ability to obtain Basic Life Support (BLS) certification within 90 days of hire, if required.
• Willingness and ability to complete crisis prevention training within 90 days of hire.
• Demonstrated ability to use data and science-based approaches to identify barriers, overcome obstacles, and inform decisions.
• Commitment to financial responsibility, including avoiding waste, accurate documentation, and seeking opportunities to improve services.
• Strong interpersonal skills with the ability to demonstrate compassion, respect, and a positive, no-fault approach to issue resolution.

Work Environment

This role is based in a medical office environment within a residential treatment setting and is fully onsite. The standard schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., providing predictable daytime hours. The Medical Receptionist works primarily at the front desk and admit building, using computers, electronic health record systems, online insurance verification tools, and standard office equipment to support clinical operations. The environment emphasizes friendly, professional interactions with patients, staff, and external partners, and requires adherence to privacy and HIPAA regulations. The dress code is business casual, and jeans are not permitted. The workplace culture highlights a friendly atmosphere, a mission-driven focus on recovery and evidence-based treatment, and collaboration across administrative and clinical teams. This is a temporary assignment, anticipated to last approximately 30 to 45 days, offering a quick hiring process and the opportunity to contribute meaningfully while a permanent staff member is on leave.

Job Type & Location

This is a Contract position based out of Beaverton, OR.

Pay and Benefits

The pay range for this position is $23.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in