MindCare Clinic Medical Receptionist/Administrative Specialist II

Front Desk Administrator

Under supervision, is responsible for administering the day to day activities of the front desk, including: properly scheduling MindCare appointments, performing patient check-in for MindCare clinic services, reception and answering/routing phone calls, responding to in-house referral requests, entering client information in data system, and maintaining appearance and order of the MindCare reception area.

Major Tasks And Responsibilities

• Answer multi-line phone, screening calls, respond to inquiries and/or refers to appropriate individual and/or departments.
• Greet and direct patients as they enter the Mindcare clinic in a friendly manner. Assist with documenting arrivals, no shows and cancellations in the EHR scheduling program.
• Answer phones, route calls, and assist walk-in patients with check-in.
• Take messages, to include: date/time, caller's name, return phone number, and brief summary of the call. Ensure that appropriate staff members receive messages in a timely manner.
• Scheduling and re-scheduling clients in EHR.
• Office management: order supplies, handle office equipment maintenance, and support other administrative needs.
• Maintain and update database and spreadsheets and assist with tracking data and generating reports.
• Work with providers to ensure patients can access care in a timely manner.
• Assist with MindCare laundry in the absence of Technician or if client volume is high.
• Opening and closing procedures: Readies program for operation in the morning; Follows closing procedures at end of the day; Verifies no confidential information is unsecured in the patient reception area.
• Facilitate proper documentation in handling minor patients.
• Report all safety concerns and incidents immediately to the Mindcare Supervisor.
• Represent Muckleshoot Indian Tribe (MIT) Health Division in a positive and professional manner at all times.
• Maintains the privacy and confidentiality of all protected health information in accordance with the Division's Policies and Procedures, and in compliance with state and HIPPA guidelines.
• Obtains appropriate Release of Information (ROI), faxes and receives confidential information.
• Attend team meetings and department meetings.
• Because of the Tribe's commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities, and may include driving.

Education - Experience And Training For Position

Graduation from a high school or equivalent with course work in general office practices, and one (1) years' experience in medical front office procedures and customer service . Knowledge of Microsoft office and electronic health records preferred (RPMS EHR).

Specific Skills/Knowledge/Abilities Required For Position

Knowledge: Medical terminology office principles and practices. Operation of standard office equipment that may include personal computer, copier, fax machines and multi-line telephone. Software applications relative to the position assignment. Basic mathematics.

Skilled in: Keyboarding (speed required may vary according to position assignment). Strong computer skills. Oral and written communications. Interpersonal and human relations. Problem-solving. Customer service - in person and via telephone (discretion, patience, etiquette, professionalism). Following oral and written instructions. Prioritizing workload and adapting to changes in work load demand. Maintaining confidentiality of sensitive matters. Following through on assignments as directed. Initiative and accountability skills for work product or service.

Ability to: Handle difficult patients in a calm and professional manner, either on the phone or in person. Communicate orally with patients, providers, and staff. Assist patients with problems, complaints and service concerns.

Physical Requirements

Job duties regularly require employee to walk, see, speak, and hear; Use manual dexterity including, fingers and hands to operate equipment, controls, computer work and handwriting. Occasionally bends at the waist, twists, reaches with arms. Specific vision abilities required by this job include close vision and ability to adjust focus. Occasionally lifts and/or carries up to 20 lbs. The noise level in the work environment is usually moderately quiet.

Licenses Or Certifications Required

A Current Valid WA State Drivers License