Front Office Assistant - Medical-Arcata Position-Closes 10/23/26

Front Office Assistant - Medical-Arcata Position-Closes 10/23/26

SUMMARY:

Greets clients at reception desk and manages a multiple line telephone system for the Ambulatory Section. Provides intake and scheduling services for clients by performing the following duties ESSENTIAL DUTIES AND RESPONSIBILITIES: Level I

* Understand and comply with HIPAA and other regulations concerning client confidentiality. * Greet clients in a courteous and friendly manner. Customer service skills to include listening closely to client, provide clear verbal communication, ability to empathize with client, and understanding of organizational protocol and guidelines * Identifies clients using at least two identifiers. * Answers telephone in a courteous and efficient manner, routes calls to appropriate person or department, takes accurate messages and delivers them to the appropriate person in a timely manner. Documents calls in the client's chart. * Schedules and coordinates appointments. Confirms appointments by telephone and by mail to ensure client/clinic follow through. * Attempts to deescalate any client complaint and engages supervisor promptly as needed. * Manage client schedule system to ensure optimum utilization of provider time. Communicates changes and/or problems with schedules to Providers, FOA Supervisor, and Nurse Supervisor. * Obtains specified information from client such as age, insurance coverage, and symptoms, and records information onto prescribed forms. Copies insurance cards and forwards to billing office. * Gives client patient plan documents upon checkout. * Operates photocopiers, fax machines and various other office equipment. * Communicates with clinical staff to facilitate efficient client flow and meet client needs. * Communicates any emergency immediately to appropriate clinical staff. Initiates calling of codes as appropriate. * If appropriate to clinic site, assists in scanning of client information to Electronic Medical Record according to Medical Records policy and procedure. * If appropriate to site, responsible for collecting correct co-payments and balancing cash drawer daily. * If appropriate to clinic site, assists with distribution of client medications and maintains appropriate logs as outlined in SOP. Returns to pharmacy any uncollected medications in prescribed timelines. * Gives general information about client care and answers telephone. * Attends department meetings and other assigned meetings. * Maintains a professional, organized, and clean working environment by following organizational policies, guidelines, and safety standards. * Must be willing to learn more about the American Indian culture and attend at least one Cultural Presentation/Training per year. * Must be willing to work with American Indian/Alaska Native people and demonstrate cultural awareness and humility * Must be willing to deliver services in a culturally responsive manner. * Adheres to accreditation and compliance standards/guideline * Other duties may be assigned.

Level II - In addition to the above-mentioned duties

* Assists with training new staff. * Assists in development of departmental policy, procedures, and quality improvement activities within the clinic as directed. * Assumes independent responsibility for a specific clinical activity or function; for example, coordinate client recall groups. * Sets up appointment schedule into computer system. * Maintains GSA logs and other routine logs as assigned. Directs logs to appropriate locations at months end. * Orders office supplies * Room requisition, coordination of meeting space allocation. * Participates in accreditation preparation. * Acquires customer service certifications/training related to role. * Assumes independent responsibility for a specific clinical activity or function; for example, coordinate client recall groups. * Partially cross trained to Medical Assistant, Client Records, or Member Services roles. * Participates in leadership/management training.

SUPERVISORY RESPONSIBILITIES:

* This position has no supervisory responsibilities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. All individuals must demonstrate a commitment to the provision of culturally sensitive counseling services to American Indians. EDUCATION/EXPERIENCE: Educational degrees must be from a US Department of Education accredited school Level I

* Must have a High School diploma or equivalent. * Experience in medical setting preferred.

Level II - in addition to above:

* Three (3) years direct experience in a front office medical setting -OR- * Associates Degree and two (2) years direct experience in a front office medical setting.