Front Office Clerk

Position Purpose The Front Office Clerk for JWCH Clinic is a full-time position under the direction of the Clinic Administrator. The Front Office Clerk is responsible for the financial screening of all clients for state certification of eligibility, reception area duties, responding to client questions, and providing directions to clients. This position the first point of contact for patients, visitors, and medical professionals, representing the facility with professionalism and empathy. This position plays an important role in ensuring a welcoming environment for patients while assisting with administrative tasks to keep operations running smoothly. Greet patients and visitors in a courteous and welcoming manner. Manage patient check-ins and check-outs efficiently. Appointment Scheduling- Coordinate patient appointments, consultations, and follow-ups. Ensure scheduling accuracy and adherence to clinic policies. Handle incoming calls and emails, providing assistance, scheduling appointments, and directing inquiries to appropriate personnel. Maintain patient records, ensuring confidentiality and accuracy. Assist in data entry and record updates as necessary. Screen all clinic patients and verify their insurance coverage and eligibility. Assist patients with insurance-related inquiries and documentation. Process patient payments, co-payments, and insurance claims. Collaborate with billing departments to resolve billing discrepancies. Monitor inventory levels of office supplies and place orders as needed. Ensure adequate stock of essential items for daily operations. Provide administrative support to medical staff, including physicians, nurses, and technicians. Prepare patient charts, documents, and referrals as required. Keep the front office area clean, organized, and presentable. Ensure waiting areas are comfortable and welcoming for patients. Adhere to healthcare regulations, privacy laws (such as HIPAA), and organizational policies. Maintain confidentiality of patient information at all times. Ensure that all patients have clinic ID card, HAP or Medi-Cal card and have signed a current General Consent Form. Log patient names on daily register and disposition on log sheet. Complete designated information on various forms such as Encounter, Certification Information and Sterilization Billing Reports in accordance with requirements. Ensure patient clinic/cards are stamped on all the appropriate sheets/forms. Ensure that Medi-Cal card is photocopied and attach receipt to the Encounter Form. Responsible for contacting the Medical Records Department and/or pulling and filing charts as necessary. Fill out the Chart Request List for obtaining records from Medical Records, as assigned. Register clients electronically using the e-healthcare System Adhere all organizational safety policies, procedures, and regulatory requirements to ensure a safe environment for patients, staff, and visitors. Participate in required safety and compliance trainings and apply learned practices in daily work activities. Identify, report, and help mitigate unsafe conditions, incidents, or hazards in the workplace. Use equipment, tools, and supplies safely and responsibly in accordance with organizational and regulatory standards. Maintain awareness of infection control, occupational health, and emergency preparedness procedures appropriate to the role. Participate in JWCH’s customer service training called AIDET on an annual basis. Demonstrate an understanding of AIDET (Acknowledge, Introduce, Duration, Explanation, and Thank You) to apply in patient encounters or team discussions. Utilize the AIDET communication framework to communicate with patients and team members in a manner that reduces patient anxiety, increases patient compliance, and improves clinical outcomes. Performs other duties, as assigned. Principal Responsibilities Greet patients and visitors in a courteous and welcoming manner. Manage patient check-ins and check-outs efficiently. Appointment Scheduling- Coordinate patient appointments, consultations, and follow-ups. Ensure scheduling accuracy and adherence to clinic policies. Handle incoming calls and emails, providing assistance, scheduling appointments, and directing inquiries to appropriate personnel. Maintain patient records, ensuring confidentiality and accuracy. Assist in data entry and record updates as necessary. Screen all clinic patients and verify their insurance coverage and eligibility. Assist patients with insurance-related inquiry and documentation. Process patient payments, co-payments, and insurance claims. Collaborate with billing departments to resolve billing discrepancies. Monitor inventory levels of office supplies and place orders as needed. Ensure adequate stock of essential items for daily operations. Provide administrative support to medical staff, including physicians, nurses, and technicians. Prepare patient charts, documents, and referrals as required. Keep the front office area clean, organized, and presentable. Ensure waiting areas are comfortable and welcoming for patients. Adhere to healthcare regulations, privacy laws (such as HIPAA), and organizational policies. Maintain confidentiality of patient information at all times. Ensure that all patients have clinic ID card, HAP or Medi-Cal card and have signed a current General Consent Form. Log patient names on daily register and disposition on log sheet. Complete designated information on various forms such as Encounter, Certification Information and Sterilization Billing Reports in accordance with requirements. Ensure patient clinic/cards are stamped on all the appropriate sheets/forms. Ensure that Medi-Cal card is photocopied and attach receipt to the Encounter Form. Responsible for contacting the Medical Records Department and/or pulling and filing charts as necessary. Fill out the Chart Request List for obtaining records from Medical Records, as assigned. Register clients electronically using the e-healthcare System Adhere all organizational safety policies, procedures, and regulatory requirements to ensure a safe environment for patients, staff, and visitors. Participate in required safety and compliance trainings and apply learned practices in daily work activities. Identify, report, and help mitigate unsafe conditions, incidents, or hazards in the workplace. Use equipment, tools, and supplies safely and responsibly in accordance with organizational and regulatory standards. Maintain awareness of infection control, occupational health, and emergency preparedness procedures appropriate to the role. Participate in JWCH’s customer service training called AIDET on an annual basis. Demonstrate an understanding of AIDET (Acknowledge, Introduce, Duration, Explanation, and Thank You) to apply in patient encounters or team discussions. Utilize the AIDET communication framework to communicate with patients and team members in a manner that reduces patient anxiety, increases patient compliance, and improves clinical outcomes. Performs other duties, as assigned. Requirements Bilingual (English/Spanish) is preferred. One year’s experience working in a general office environment or medical facility. Knowledge of general office procedures. Typing skills at 35 words/minute. Experience in working with clients and staff from diverse socio-economic, ethnic, and cultural backgrounds. High school diploma or equivalent. Excellent communication and interpersonal skills with the ability to interact professionally with patients, visitors, and medical staff. Strong organizational abilities with attention to detail and the ability to multitask and prioritize tasks effectively in a fast-paced environment. Proficient in using computers and basic software applications. Familiarity with electronic health records- Next-Gen is preferred. Collaborative attitude with a willingness to support colleagues and contribute to a positive work environment. Compassionate and empathetic approach towards patients, recognizing their individual needs and concerns. All JWCH, Wesley Health Centers workforce are recommended to be fully vaccinated and boosted against COVID-19. Employee Benefits At JWCH Institute, Inc., we believe in taking care of those who take care of others. If you work 30+ hours per week, you’ll enjoy competitive pay and a robust benefits package that includes: Medical, Dental, Vision Monthly employer-sponsored allowance for assistance with health premiums. Funded Health Savings Account (up to deductible) to assist with carrier-approved medical expenses. Paid time off (vacation, sick leave) and 13 paid holidays. 401(k) Safe Harbor Profit Sharing plan. Mileage reimbursement. Short- and long-term disability plans (LTD/STD). Life insurance policy & AD&D, and more! Become part of a team where your work matters. JWCH Institute, Inc + Wesley Health Centers is an Equal Opportunity and Fair Chance Employer. #J-18808-Ljbffr