Front Office Assistant - Three Rivers Health Center

Job Description:

SUMMARY 

This position is responsible for day-to-day administrative and general office duties. Encompasses all aspects of medical Front Office and includes, but is not limited to, check-in, check-out, answering phone calls, verifying insurance benefits, scheduling and confirming appointments, collecting copays, deductibles, and co-insurances, handling incoming and outgoing correspondence, and processing requests for medical records in a prompt, courteous, and professional manner and greets/assists visitors in the same manner.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES

• Welcomes patients and visitors by greeting them, in person or on the telephone, answering or referring inquiries.
• Confirm patient eligibility for medical insurance coverage.
• Optimizes patients' satisfaction, provider time, and exam room utilization by efficiently scheduling appointments.
• Promptly and professionally answers telephone calls. Routes calls appropriately, offering voice mail, paging, or redirection of calls as needed.
• Phones or pages employees to meet visitors and directs visitors to appropriate waiting areas.
• Facilitates patient flow and communicates delays with patients and clinical staff.
• Follows all Clinic policies on safety and security; maintains restricted areas safe by safeguarding keyless entry codes and computer system passwords in strict confidentiality.
• Explains financial requirements to the patients or responsible parties and collects copays as required.
• Responsible for keeping the reception and patient waiting areas, and office files clean and organized.
• Monitors medical office supplies and inventory needs, places orders and oversees office equipment.
• Keeps patient appointments on schedule by verifying patient insurance benefits and eligibility prior to the appointment; reminding patients of their appointment the day before; registering and checking in patients in a timely manner; preparing necessary documents for the visit; notifying provider of patients’ late arrival; rescheduling or moving late arriving patients when necessary.
• Comforts patients by anticipating patients' anxieties; answering patients' questions; maintaining a clean and presentable front office and reception area.
• Ensures availability of treatment information by filing and retrieving patient records.
• Maintains patient accounts by obtaining, recording, and updating patient demographics and insurance information in the electronic health records system.
• Maintains accurate financial records by updating patient financial information; recording and collecting patient charges; providing patients with receipts for payments.
• Encourages patient compliance with preventive care by reaching out to patients and reminding them when they are due for preventive exams and screenings.
• Helps patients in distress by responding to emergencies.
• Protects patients' rights by maintaining confidentiality of personal and financial information per HIPAA regulations.
• Assists in orientation of new personnel as directed.
• Maintain appearance standards as outlined in CTCLUSI policies.
• Must be able to interact with Tribal members and the general public in a courteous, professional, and efficient manner.
• Dedicated to providing the best patient care possible.
• Provide excellent customer service to clients and vendors of Three Rivers Health Center.
• Maintain a good attendance record.
• Other duties as directed by management.

PHYSICAL & MENTAL DEMANDS

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Must be willing and able to work long hours, which may include evenings and weekends.
• Must be willing and able to travel both locally and within the CTCLUSI service delivery area.

WORKING CONDITIONS & ENVIRONMENT

• Varied activities including standing, walking, reaching, bending, lifting.  Requires full range of body motion including handling and lifting patient’s manual and finger dexterity and eye-hand coordination.
• Requires standing and walking for extensive periods of time. Occasionally lifts and carries items weighing up to 100 pounds. Requires corrected vision and hearing to normal range.
• May be required to work in locations other than Three Rivers Health Center, such as schools or at an outreach work location.
• May be required to attend meetings, conferences and Tribal events.

JOB LOCATION
Three Rivers Health Center
150 S. Wall Street
Coos Bay, Oregon 97420

Apply online @ www.ctclusi.org
Open until Filled

Experience and Skills:

MINIMUM JOB REQUIREMENTS

• High school diploma/certified equivalent.
• One year of experience in customer service or reception, preferably in a medical office setting.
• Knowledge of medical terminology and organizational services.
• Knowledge of staff responsibilities to accurately direct callers.
• Knowledge of administrative processes, procedures, claims processing, and preparing patient charts.
• Knowledge of basic math and modern office procedures.
• Ability to use multi-line phone system, including transferring calls and paging.
• Ability to exercise a high degree of diplomacy and tact while multi-tasking, organizing and scheduling patients.
• Ability to use spreadsheets and word processing software.
• Ability to type a minimum of 55 WPM and operate a 10 key calculator by touch.
• Adequate hearing to answer the phone and speak with patients.
• Ability to speak clearly and loudly enough to be heard by callers and patients.
• Ability to work well under pressure with minimal supervision.
• Ability to elicit appropriate information to route calls to the appropriate person.
• Ability to prevent, calm, and/or defuse irate callers and patients working with them to identify concerns and properly directs calls.
• Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and appropriate practice management software.
• Ability to maintain a high level of confidentiality
• Available to work flexible work schedule including evenings.
• Superb organizational skills.
• This is a Safety Sensitive Position as defined in the Alcohol & Drug Policy.
• This position is subject to pre-employment drug testing.
• This is a covered position which requires background check that includes fingerprinting.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.