Medical Receptionist

Medical Receptionist

Are you an administrative professional passionate about creating a welcoming, respectful, and trauma-informed environment for individuals accessing vital care? If you are ready to manage front-desk patient interactions, answer busy phone lines, schedule appointments, and accurately collect insurance information, we want you on our team. Join our Public Health Clinic as a Medical Receptionist. In this central role, you will serve as the primary point of contact for patients, visitors, and external partners, supporting daily operations through high-quality administrative and customer service functions. This position is a Regular Full-time (1.0 FTE). The expected starting salary range for this position is between $22.71 $24.32 per hour. Salary is open to negotiation based on experience and qualifications.

This administrative classification is responsible for ensuring all necessary documents are completed correctly and filed in each of the patient's charts. This role requires interactions with clients at the front desk, answering phones, scheduling appointments, and collecting insurance information. Work involves sensitive and confidential information requiring strong discretion.

Distinguishing Characteristics: This is a stand-alone classification. An employee assigned to this classification will work under supervision, performing client check-in and record keeping tasks. An employee assigned to this classification will work semi-independently following established policies and procedures.

Career Path Options: Options to continue your career at the Health Department depend on your interest, education, and training. Possibilities include:

• Medical Assistant
• Lead Medical Assistant
• Administrative Assistant
• Senior Administrative Assistant

Essential Functions:

• Welcomes clients and provides excellent and timely customer service for the check-in process, during their visits as needed, and on phone interactions.
• Enters client data into applicable computer systems, updates client information, and pulls/files client charts as needed.
• Collects client payments and prepares receipts. Balances receipts and prepares bank deposits daily.
• Helps connect people with insurance resources if they are uninsured and provided payment options, if needed.
• Makes appointments for patients on the phone or in-person according to standard procedures. Confirms future appointments and assists in rescheduling patients as necessary.

Examples of Key Duties: The items in this section are the key duties and responsibilities for this job and do not represent an exhaustive list. Our organization is dynamic, and duties may change based on business needs. Any new duties will remain within the scope of the job.

• Greets patients and screens for program eligibility.
• Checks patients in by verifying their appointment time, asking patients to sign in, and giving them the appropriate forms to complete.
• Collects medical insurance information. Verifies services are covered and determines co-payment amounts.
• Helps connect people with insurance resources if they are uninsured. Gives patients information on various payment options, if needed.
• Files and pulls charts as necessary.
• Enters patient data into the computer system to update patients' information.
• Collects co-payments and prepares receipts. Balances receipts and prepares bank deposits daily.
• Makes appointments for patients on the phone or in-person according to standardized procedures. Confirms future appointments and assists in rescheduling patients as necessary.
• Assists the clinician in following up on missed appointments.
• Follows up with patients on additional outside care by contacting patients via telephone or mail. Documents the contact in medical records and appropriate logs.
• Answers calls within prescribed time and always maintains professional, effective and polite communication. Appropriately routes calls and takes complete messages.
• Responds to client questions related to general clinic policies and procedures and provides information on basic Health Department and community services.
• Maintains confidentiality of patient information and medical records according to HIPPA guidelines.
• Attends meetings and trainings, as required.
• The work you do might require you to participate in the Title XIX Medicaid Claiming Program.
• Performs other duties as assigned.

Safety & Emergency Preparedness:

• Adheres to all workplace and trade safety laws, regulations, standards, and practices.
• Understands and properly follows established procedures in preventing and responding to unsafe or emergency situations. Identifies and reports potentially unsafe practices or conditions.
• Operates equipment, tools, machinery, and vehicles safely and understands processes for reporting an accident or injury.
• Understands and applies knowledge and skills necessary to successfully perform assigned emergency response role during an emergency.

When public health responds to an emergency, you may be assigned duties and responsibilities that are outside your regular job description. This may involve responding at any time and reporting to a location other than the department with different working conditions and physical requirements. You are expected to participate in emergency preparedness activities including our emergency notification system, WA SECURES. Drills and real-world events may take place at any time.

What You Bring to the Table:

Knowledge and Skills:

• Knowledge of general medical office policies and practices, including procedures offered within a treatment setting.
• Intermediate knowledge of Adobe, Web-Based databases, and standard Microsoft business programs.
• Basic knowledge of medical terminology.
• Application of basic math skills.
• Proficient at payment processing and cashiering.
• Proficient at data entry with attention to detail and accuracy.
• Strong organizational skills- able to remain organized while managing multiple details.
• Knowledge of HIPAA privacy and confidentiality practices.
• Skilled in maintaining sensitive and confidential data and using discretion when sharing information.
• Skilled in communication:
• Listens to others and communicates in an effective manner.
• Asks questions in ways that enhance the clarity, quality, and reliability of information.
• Understands and learns from what others say, attends to nonverbal cues, and responds appropriately.
• Grasps the meaning of written information and applies it to work situations.
• Conveys ideas and facts using language the audience will best understand, taking into consideration the audience and nature of the information.
• Writes in a clear, concise, and organized manner for the intended audience.

Foundational Competencies:

• Knowing and managing oneself: Understands that all equity, trauma-informed, and restorative practices start with oneself. Exercises a high degree of self-reflection, personal accountability, resilience, flexibility, and adaptability. Is willing to learn, apply, and model agency values and ethical standards.
• Restorative practices and conflict resolution: Articulates through words and actions authentic commitment to create an environment in which all people are treated with dignity and respect and afforded equal opportunities and impartial treatment. Centers work inequity and trauma informed and restorative practices to achieve and maintain collaboration and teamwork and to effectively work with historically underrepresented and/or underserved populations to advance community health. Utilizes restorative practices to address harm and promote healing to strengthen relationships between individuals and social connections within communities.
• Collaboration and engagement: Provides balanced and objective information to help teammates, partners, and the public understand problems, alternatives, opportunities, and solutions. Works directly with partners within the Department, in the community, and members of the public affected by the work to obtain feedback and understand diverse points of view, concerns, and aspirations. Identifies preferred solutions together, incorporating advice and recommendations to the maximum extent possible.
• Evidence informed practices and decision-making: Applies evidence informed practices and methodologies to achieve the greatest impact in delivery of services to internal and external customers and partners. Incorporates the social determinants of health into public health work. Integrates research and evidence into the decision-making process. Seeks to systematically identify and eliminate inequities resulting in differences in health and in overall living conditions. Utilizes evidence informed practices to increase equity in systems and policy. Creates a robust culture of assessment and evaluation and continuous process improvement.
• Cross cultural communication and Engagement: Understands that cultural awareness, appreciation, and humility can only occur when you practice curiosity and open-mindedness. Operates with a high level of humility and cultural agility to achieve effective intercultural communication, engagement, and collaboration in the workplace and in the community. Is open to feedback and continuously self-reflects on one's own actions and responses. Centers personal accountability on the Department's mission, values, and ethical standards