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

United Indian Health Se•Arcata, CA

6d•$21 - $35

About The Position

The Front Office Assistant greets clients at the reception desk and manages a multiple-line telephone system for the Ambulatory Section. The role provides client intake and scheduling services. Level I duties include greeting and identifying clients, answering and routing calls, documenting calls in client charts, scheduling and confirming appointments, gathering and recording specified client information, and coordinating client flow with clinical staff. Depending on the clinic site, the role may also involve scanning records into the Electronic Medical Record, collecting co-payments and balancing a cash drawer, and assisting with medication distribution and related logs. The assistant responds to client complaints and emergencies, provides general information about client care, gives clients patient plan documents at checkout, operates office equipment, attends meetings, and maintains a professional, organized, clean, and safe work environment. The role requires compliance with confidentiality, accreditation, and organizational standards, and a commitment to culturally responsive services for American Indian and Alaska Native people, including attending at least one cultural presentation or training each year. Level II adds assisting with staff training, policy and quality-improvement activities, accreditation preparation, appointment-system setup, recordkeeping, ordering office supplies, and coordinating meeting space. Level II staff may take independent responsibility for a clinical function, pursue customer service certification or training, receive partial cross-training in related roles, and participate in leadership or management training. The position has no supervisory responsibilities.

Requirements

High school diploma or equivalent for Level I.
For Level II, three years of direct experience in a front office medical setting, or an associate degree and two years of direct experience in a front office medical setting.
Educational degrees must be from a school accredited by the U.S. Department of Education.
Demonstrate commitment to culturally sensitive services for American Indian people.
Be willing to learn about American Indian culture, work with American Indian and Alaska Native people, and deliver services in a culturally responsive manner.
Ability to perform the essential duties satisfactorily; reasonable accommodations may be made for individuals with disabilities.

Nice To Haves

Experience in a medical setting is preferred.

Responsibilities

Greet clients courteously and provide responsive customer service at the reception desk.
Identify clients using at least two identifiers.
Answer calls, route them appropriately, take and deliver accurate messages, and document calls in client charts.
Schedule, coordinate, and confirm client appointments by telephone and mail.
Attempt to deescalate client complaints and promptly involve a supervisor when needed.
Manage client schedules to support provider utilization and communicate schedule changes or problems to providers and supervisors.
Collect specified client information, record it on prescribed forms, copy insurance cards, and forward them to billing.
Give clients patient plan documents at checkout and provide general information about client care.
Operate photocopiers, fax machines, and other office equipment.
Coordinate with clinical staff to support efficient client flow and client needs.
Immediately communicate emergencies to appropriate clinical staff and initiate emergency codes as appropriate.
When applicable at the clinic site, scan client information into the Electronic Medical Record according to policy and procedure.
When applicable at the clinic site, collect correct co-payments and balance the cash drawer daily.
When applicable at the clinic site, assist with medication distribution, maintain required logs, and return uncollected medications to the pharmacy within prescribed timelines.
Attend department and other assigned meetings.
Maintain a professional, organized, clean, and safe working environment in accordance with organizational policies and standards.
Learn about American Indian culture, attend at least one cultural presentation or training per year, and provide culturally responsive services with cultural awareness and humility.
Adhere to accreditation and compliance standards and guidelines.
At Level II, assist with training new staff and with departmental policy, procedure, and quality-improvement activities as directed.
At Level II, independently manage a specific clinical activity or function, such as coordinating client recall groups.
At Level II, set up appointment schedules in the computer system and maintain and route GSA and other assigned logs.
At Level II, order office supplies and coordinate room requisitions and meeting-space allocation.
At Level II, participate in accreditation preparation, obtain role-related customer service certifications or training, cross-train partially in related roles, and participate in leadership or management training.
Perform other duties as assigned.