OTP - Front Office Manager

COWLITZ INDIAN TRIBE•Vancouver, WA

1d•$34 - $41•Onsite

About The Position

We think that the Front Office Manager is the most important role at NorthStar. You will be the first impression of our clinic for patients and their families, and that interaction sets the tone for the patient experience. This position requires patience, enthusiasm, attention to detail, and the ability to be empathetic when patients aren't at their best. We are believers in teamwork and our work environment is dynamic, so be prepared to jump into new situations and learn new skills. We are looking for someone who is passionate about changing lives for the better-and creating an organized filing system.

Requirements

High School diploma or equivalent (bachelor's degree preferred).
Basic knowledge of office skills (e.g., filing, answering telephone, scheduling appointments, data entry, etc.).
Demonstrated computer skills (e.g., MS Word, Excel, PowerPoint, and Access).
Must type 50 WPM.
Language: English & Spanish (Spanish is not required but is highly desired).
Ability to develop proficiency with EHR program.
Demonstrated ability to interface with clinical and administrative staff.
Ability to work the hours and days required by position, including daily 5:30 am start times.
Ability to provide health and TB clearance.
Must pass background check and urine drug screen.
Passion for working with people, even on tough days.
Ability to treat each individual like they are the only person in the room.
Good listener.
Welcoming of differences and diversity.
Ability to work independently and also to thrive as part of a team.
Ability to take direction and receive constructive feedback.
Power to stay calm, focused, and kind in stressful situations.
Organized and detail oriented.
Reliable.
Flexibility, versatility, and willingness to jump into new situations and challenges.
Humility.
Willingness to share your opinion.
Courage to stand up for your convictions.
Ability to help create a safe environment for patients and staff.
Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions.
All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).
Pre-employment drug screen.
Reference checks, education and employment verification.
Federal, state, and/or tribal criminal history and sanction checks.
Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Nice To Haves

Spanish language proficiency is highly desired.

Responsibilities

Report directly to Clinic Director.
Supervise the work of the front and back office teams and direct, delegate and assist as needed.
Report any Human Resource matters or concerns to the Clinic Director and document via statements or incident reports as needed/ required.
Coordinate tours/ special events inc. hospitality and arrangements.
Coordinate in clinic special events for patients and staff (e.g. holiday decorations & event, staff celebrations, etc.)
Coordinate patient recognitions, chips/ tokens, progress milestones, celebrations and graduation certificates.
Oversee clinic inventory, supply and supply ordering.
Be the face of the clinic to all patients and visitors, acting as a receptionist.
Answer calls politely and professionally.
Refer calls to appropriate staff or take messages.
Perform patient registration functions, including entering referral data, income verification, and insurance data, and ensure data remains up to date over time.
Schedule new and returning patients with appropriate staff.
Record patient attendance, "no shows," and cancellations.
Maintain clinic staffing logs, daily reports and schedule staff as required.
Enter ancillary charges and/or any other charges for patients seen in their clinical area.
Collect patient fees, maintain records of fees due and collected and provide receipts.
Keep Clinic Director informed of fee status.
Provide data for insurance billings or other third-party billings, and complete individual cash-paying patient billings.
Create, generate, and interpret EHR and other accounts receivable reports that will result in a more effective billing and receivables process.
Demonstrate ability to problem-solve challenging insurance claim situations as they arise (denials, secondary insurance, out-of-network) and report findings back to Clinic Director.
Obtain patient financial information.
Verify and coordinate benefits.
Assemble patient files with necessary paperwork for billing.
Photocopy and file documents.
Label and prepare urine test bottles and prepare specimens for mailing or courier pick-up.
Re-order supplies when shipment is depleted.
Responsible for health and safety monthly site drills.
Will follow the health and safety protocol for monthly onsite inspections and safety (emergency test) drills.
Report any facility and janitorial issues to the appropriate party
Provide input and implement policies in reducing system-wide inefficiencies and redundancies in billing procedures.
Ensure adequate cross-training of positional duties to other supporting staff.
Enter ancillary charges and/or any other charges for patients seen in their clinical area.
Compile patient and clinic reports, including statistical data, from existing records as requested by Clinic Director.
Run errands as needed - Post Office, office supply store, etc.
Perform back-up clerical, receptionist, and communication functions for the clinic as required.
Provide back up coverage as needed as a dispenser and nursing coverage as needed (e.g. collection of patients vitals, rooming patients, reading TB tests, etc.).
Maintain cleanliness and supplies in the waiting room.
Maintain office tidiness as needed.
Contribute, along with other staff, to coffee-making.
Help set up audio-visual equipment as needed.
Maintain a supply of NorthStar promotional materials.
Alert Clinic Director or other staff to problems.
Assume a rotation on the weekend schedule as needed.