Receptionist Extra Functions FLOAT

Job Description

At Virginia Garcia Memorial Health Center, we welcome diversity; we encourage, uplift, and are honored to serve people who have been historically underrepresented and underserved. Our mission is to provide high-quality, culturally appropriate healthcare to low-income residents of Washington and Yamhill Counties, with a special emphasis on seasonal and migrant farm workers and others with barriers to receiving healthcare. We strive to provide an inclusive environment that welcomes and values the diversity of the people we employ and serve.

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

Starting Rate: $20.7521/hr DOE 5% FLOAT differential

Schedule: Monday-Friday 8:00am-5:00pm with the expectation of working one Saturday a month with a negotiated day off during that week.

Job Summary: The role of the Receptionist Floater is to travel to all VG primary sites as needed, to perform all duties related to checking in and checking out the patients, set up computer data, prepare patient charts and assist in patient flow. Answer phones, take messages and make appointments. Collect payments, give change and balance collection at the end of the day. Perform all duties related to switchboard and medical records. Functions as part of the front office team.

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 information on 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, Mental 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 courteous, timely, and helpful at all times.
• 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 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 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
  
  

Immunization

Staff member must meet immunizations requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job description 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 affirmative action in the area of placement, promotion, transfer, rate of pay and termination.