Front Desk

Summary/Objective

The mission of Work Health Solutions is to help individuals and organizations work to their fullest and safest capacity. Central to this mission is a commitment to professionalism and kindness. Our core principle is simple: always be nice. We aim to foster cooperation among staff and clientele, while upholding high standards of professionalism. As occupational health specialists, our primary responsibility is ensuring people can safely return to work, enabling them to provide for their families.

As the first point of contact, the Receptionist plays a crucial role in creating a welcoming and supportive environment. We want our visitors to be greeted with a smile, not a lowered head. The Receptionist supports managers and employees in daily office operations, ensuring the office runs smoothly and efficiently. Responsibilities include handling general administrative tasks, providing customer assistance, and maintaining clear communication with visitors, employees, and subcontractors. The role requires independent judgment for planning, prioritizing, and organizing tasks, and functions under direct supervision.

This position is designated as Safety Sensitive, meaning that job performance directly affects the safety of both the employee and others. Adherence to all Federal and State laws regarding drug use is required, and Work Health Solutions hires for this position accordingly.

Expected Hours of Work
Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the core responsibilities of this job. This is largely a sedentary role; however, some filing is required. This would require the ability to lift up to 25 lbs., open filing cabinets, and bend or stand as necessary.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, use hands and fingers to handle or feel, and reach with hands and arms below desk height and above shoulder height.

Core Responsibilities

• Collaborate Professionally – Maintain a spirit of professionalism, cooperation, and amiability with all staff members.
• Front Desk Reception – Greet the public, answer questions in person and by phone, and refer inquiries to the appropriate person or department as necessary.
• Phone System Management – Answer and direct calls through the central telephone system.
• Front Office Support – Provide backup to the Front Office Coordinator during peak times or absences, including patient check-ins and reading authorizations to ensure correct visit orders.
• Open and Close Office – Manage the opening and closing of the office, ensuring the security system is activated and all doors are locked or unlocked as needed.
• Office Maintenance – Ensure all lights are turned on/off and doors are locked/unlocked at the beginning and end of the day.
• Office Equipment Operation – Operate and maintain office machines, such as copiers and fax machines, with accuracy.
• Mail Handling – Manage outgoing and incoming mail, ensuring timely distribution and preparation.
• Document Preparation – Prepare, duplicate, and distribute materials accurately and on time.
• Administrative Correspondence – Compose, type, and edit various forms of written communication, including reports, memos, and correspondence.
• Public Assistance – Help the public in navigating department facilities and services.
• Appointment Coordination – Ensure OKARNG appointments are scheduled and communicated to the State’s Occupational Health Nurse.
• After-Hours Calls – Handle after-hours phone calls on a rotating schedule, responding as needed.
• Drug and Alcohol Testing – Conduct drug screens and breath alcohol tests when required.
• Patient Paperwork Distribution – Ensure patients receive the correct paperwork for their appointments.
• Patient Check-Out – Manage patient check-out processes, set up follow-up visits, and send work status updates to employers when necessary.
• Record Management – Scan and attach all required visit documentation to patient records.
• Medical Record Requests – Process requests for medical information, including obtaining records from other facilities.
• Form Handling – Manage requests for missing chain of custody forms (COC), breath alcohol testing forms (BAT), and troubleshoot E-screen paperwork issues.
• Administrative Support – Assist the management team with daily administrative tasks.
• Communication with Providers – Contact doctors, employers, and other facilities upon provider request.
• General Office Duties – Perform other administrative duties, such as scanning charts, taking payments over the phone, and sending appointment notifications.
• Form Preparation – Ensure patient forms are prepared and readily available.
• Event Coordination – Assist with office lunches and organize company seminars.
• Room Maintenance – Check and clean patient rooms as needed.
• Chaperone Duties – Act as a witness or chaperone in patient rooms when required.
• Technical Support – Help companies resolve Systoc or client password issues.
• Other Duties – Perform additional tasks as requested by management.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Supervisory Responsibility
This position has no supervisory responsibilities.

Key Qualifications

• Ethical Conduct – Maintains a high level of integrity and ethical standards in all interactions.
• Technical Proficiency – Demonstrates strong knowledge of office technologies and relevant software.
• Personal Accountability – Takes ownership of tasks and follows through on commitments with reliability.
• Attention to Detail – Consistently completes work with precision and thoroughness, avoiding errors.
• Organizational Skills – Effectively manages time, resources, and priorities to ensure tasks are completed efficiently.
• Time Management – Demonstrates the ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Team Collaboration – Works well with others, contributing to a positive team environment and shared goals.
• Communication Skills – Communicates clearly and professionally in verbal, written, and electronic formats.
• Problem-Solving Abilities – Identifies issues and generates practical solutions in a timely manner.
• Self-Motivation – Shows initiative and works independently, without constant supervision.
• Flexibility – Adapts to changing priorities and tasks, maintaining a positive and constructive attitude.

Travel
Local travel is possible.

Preferred Education and Experience

• 1 year of related experience, or any equivalent combination of related education and experience.
• Experience with credit card processing and the collection process.
• Experience with Worker’s Compensation.
• Experience working in the medical field, preferably in a clinic.
• Drug and Alcohol collector certification.

Required Education and Experience

• Graduation from high school or GED equivalent.
• 6 months of related experience, or any equivalent combination of related education and experience.
• Working knowledge of computer skills (Microsoft Office Suite, email, faxing, scanning, etc.).
• Be able to type 35-50 words per minute

Additional Eligibility Qualifications

• A valid state driver’s license.
• Proof of up-to-date insurance for any vehicle driven for company business.