Clinic Office Assistant

Yellowstone Boys and Girls Ranch•Billings, MT

13h•$19 - $22•Onsite

About The Position

The Clinic Office Assistant plays a key role in supporting the day-to-day operations of the medical clinic by providing comprehensive administrative and clerical assistance to Practitioners and the Director of Nursing. This position is responsible for maintaining clinic and on-call schedules, managing phone and email communication, and ensuring timely coordination of appointments both on-site and in the community. Upload youth photographs and scheduling required assessments. Additionally, this role oversees appointment logistics, assists in securing guardian consent, and communicates with external providers and payers to coordinate care. Strong attention to detail, excellent customer service, and organizational skills are essential for effectively supporting clinical operations and ensuring compliance with documentation standards.

Requirements

21 years old or older
Must pass criminal record and child abuse registry background check as required by the State of Montana.
High School Diploma or GED
A minimum of 1 year of professional experience in administrative management or similar role.
Strong Organizational Skills – Ability to manage multiple schedules, tasks, and priorities efficiently in a fast-paced clinical environment.
Excellent Communication Skills – Clear, professional verbal and written communication, particularly when interacting with practitioners, guardians, external providers, and insurance companies.
Customer Service Orientation – Demonstrated ability to provide respectful, compassionate, and solution-focused service to families, youth, and visitors.
Attention to Detail – Accuracy in documentation, scheduling, EMR updates, and insurance verification to ensure high-quality clinical support.
Confidentiality and Professionalism – Ability to handle sensitive information appropriately and represent the organization in a professional manner at all times.
Technical Proficiency – Competence in using Electronic Medical Records (EMRs), Microsoft Outlook, and basic office equipment (phones, copiers, etc.).
Demonstrate being self-motivated, self-disciplined, and diligent with forward thinking.
Demonstrate the ability to think of their team over self and define success collectively rather than individually.
The ability to effectively interact and communicate with others.
Ability to sit or stand for extended periods of time.
Frequent use of hands and fingers to operate a computer keyboard, telephone, and other office equipment.
Occasional reaching, bending, or lifting of office supplies or files (typically under 25 pounds).
Visual and auditory ability to perform essential functions including reading from a screen and answering telephones.
Ability to manage frequent interruptions and handle multiple priorities effectively.
Must remain calm and professional in high-pressure or emotionally charged situations.
Requires attention to detail and ability to manage sensitive and confidential information appropriately.

Nice To Haves

A minimum of 1 year of professional administrative experience in a medical or clinical setting.
Willingness and ability to obtain certification in First Aid/CPR and Violence Intervention Prevention.

Responsibilities

Maintain clinic schedules, including on-call rotations, and manage emails, phone communications and schedules on behalf of Practitioners and the Director of Nursing.
Provide comprehensive clerical support to all Practitioners and the Director of Nursing.
Take and upload photographs to the Electronic Medical Record (EMR) system upon admission.
Schedule Multi-Disciplinary Treatment Planning Reviews (MTPRs) and medication checks; update changes in both the EMR and Practitioners' Outlook calendars.
Coordinate and schedule all medical appointments, whether in the community or with YBGR medical staff, and ensure all necessary paperwork is prepared in advance.
Transport youth to appointments on-site and in the community as required to meet the clinic mission.
Verify insurance coverage, including deductibles and co-pays, and complete prior authorizations when required.
Contact guardians to confirm the willingness to pay for off-site medical services and, when necessary, assist in coordinating payment arrangements with external providers (e.g., dental, vision).
Accurately document communications with guardians and insurance companies in the EMR, including consent and financial agreements.
Answer clinic phone calls and provide professional, courteous customer service to all callers and visitors.
Support agency goals through active participation in the development and achievement of individual, departmental, and organizational objectives.
Collaborate constructively with colleagues across the organization.
Demonstrate and model YBGR’s mission, values, and standards of professionalism.
Comply with all organizational policies, procedures, safety standards, and operational systems.
Take initiative to identify challenges and propose or implement solutions.
Serve as a professional representative of YBGR in all external interactions.
Engage in monthly supervision or coaching sessions with the designated supervisor.
Remain mindful of and sensitive to the cultural and socioeconomic backgrounds of the individuals served.
Participate in all required and relevant training to support professional development and agency effectiveness.
Perform other duties as assigned to support clinic operations and organizational needs.