Receptionist Extra Functions

At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values the people we employ and serve.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary: The Receptionist Extra Functions (Receptionist) performs all duties related to checking patients in and out, establishing and updating computer data, preparing patient charts, and assisting with patient flow. This position answers and makes phone calls, takes messages, makes appointments, collects payments, gives change, and balances collections at the end of the day. They perform all switchboard and medical records duties.

Essential Duties and Responsibilities:
• Prepare Center at start of day to receive patients; unlock doors, turn on lights, prepare cash register drawer, prepare sign-in sheets.
• Perform established patient check in processes, including consents, Annual Verification form, insurance, & FPL.
• Update contact and demographic information for all registered patients.
• Procure proper documentation of patient financial status to allow Center to identify appropriate billing sources.
• Refer potentially eligible patients to the Medicaid Eligibility worker.
• Check in and complete Behavioral Health, Mental Health, and Dietician internal referrals.
• Assist other patients as may be appropriate.
• Set up charts for provider and create charts for new patients.
• Coordinate patient flow with nursing staff, lab, and pharmacy.
• Demonstrate knowledge and adhere to clinic policies and procedures regarding patient care, insurances, new patients, etc.
• Support Call Center and route calls to appropriate staff, being consistently courteous, timely, and helpful.
• Provide back up to Call Center when needed; take messages and schedule appointments for patients.
• Process mail, office deliveries, and incoming faxes.
• Perform reminder calls, schedule and call for intake appointments.
• Provide patient information and customer service related to charges, discounts, payments and billing.
• Reconcile encounter payments with cash and prepare money for deposit.
• Review pended work queues.
• Assist patients with collections issues or direct to the appropriate person.
• Assist in training new Front Office staff as needed and as time permits.
• Maintain waiting room and children’s play area to ensure they are clean, tidy, and orderly.
• Prepare Center at end of the day; lock up Front Office area, verify that the front door is locked.
• Attend Front Office team meetings: contribute to meeting agenda, participate in all staff meetings.
• Attend refresher trainings and/or engage in coaching sessions as assigned.
• Escalate issues, concerns, or recommended workflow improvements.
• Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
• Perform other duties as assigned.

HIPAA Requirements:
The Receptionist/Extra Functions uses PHI in order to do patient scheduling and registration, check and update insurance coverage, and enter demographic information. This position also helps patients with limited questions about their accounts and will perform end of day reporting that includes payment information. Applying the minimum necessary rules of HIPAA, the designated record sets to which this employee has access include: patient demographics and account information in the practice management system, encounter forms, user batch reports and payment posting reports generated by the practice management system, the patient information section of the medical record, the HIPAA section, recent progress notes (as needed to answer scheduling questions), and the problem list/immunization record (to provide copies to patients upon their request). This position is required to read and use the content of these records only to the extent needed to accomplish the assigned task.

Knowledge, Skills and Abilities Required:
• Proficiency in English and Spanish, both written and spoken language.
• Proven sensitivity to inter-cultural issues.
• Able to make independent decisions based on Center protocols.
• High level of accuracy with numbers and data, which will become patient records.

Education and Experience Required:
• High School diploma or equivalent.
• One or more year’s previous experience in reception work, work with the public, or work in a social service or health care setting.
• Previous computer experience desirable.

Behavioral Competencies:
Accountability: Role model VG’s mission, vision, and shared values
Customer-Focus: Listen to the voice of the customer and strive to delight them by exceeding their expectations
Teamwork: If someone needs help, help them
Initiative: Be innovative, apply fresh ideas, and continuously improve how you do your work
Confidentiality: Maintain strict confidentiality and respect the privacy of others
Ethical: Demonstrate integrity, honesty, and stewardship in all encounters at work
Respect: Demonstrate consideration and appreciation for co-workers and patients
Communication: Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements:
• Sitting: up to 65%
• Standing: 10%
• Walking: 10%
• Bend, Reach, Stoop: 15%
• Use of Computer: up to 50%
• Ability to lift/carry up to 30 lbs.

Working Environment/Physical Hazards:
• Work in well-lighted, ventilated environment.
• Possible indirect exposure to blood borne pathogens; expected to observe infection control.
• Possible exposure to potentially hazardous chemicals.

Equipment Used:
Office equipment
• Computer, printer, telephone, fax, copier, scanner

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes fairness in placement, promotion, transfer, rate of pay, and termination.