Lead Medical Receptionist - CLIA - Urgent Care

MedAmerica•Truckee, CA

4h•$20 - $24•Onsite

About The Position

As a Lead Medical Receptionist at Vituity, you will play a vital role in transforming healthcare by supporting both administrative and clinical functions of the practice. You will serve as the primary liaison between the Clinic Manager and the medical reception team, ensuring smooth operations and a positive patient experience. Vituity fosters a "culture of brilliance" where team accomplishments are valued, and success is achieved through shared purpose and collaboration. The company has opportunities at 900 practices nationwide, allowing for job mobility if relocation is needed.

Requirements

High School Diploma or equivalent required.
Current BLS/CPR certification required.
CLIA-waived testing training and competency documentation required (location will have on hand if not already completed).
EMR/EHR system proficiency (e.g., Epic, Cerner, Athena) required.
Previous experience as a team lead or supervisor or demonstrated ability to perform the prescribed lead duties required.
Knowledge of and ability to follow HIPAA privacy requirements and applicable clinic policies and procedures.
Excellent customer service skills and a patient-centered approach to care.
Strong written and verbal communication skills, including the ability to serve as an effective liaison between the Clinic Manager and medical reception team.
Ability to support the onboarding and training of new or returning medical reception staff in a professional, patient, and consistent manner.
Ability to answer routine front-office workflow questions, reinforce established procedures, and escalate unresolved concerns appropriately.
Strong organizational skills, attention to detail, numerical aptitude, and basic computer proficiency.
Ability to maintain accurate, legible, timely, and professional documentation.
Demonstrates teamwork, initiative, reliability, accountability, and the ability to follow directions and meet deadlines.
Demonstrates strong leadership, team building, customer service, and staff development skills.
Ability to prioritize multiple responsibilities and adapt to changing patient and clinic needs in a fast-paced environment.
Strong problem-solving skills, including the ability to work professionally with difficult or impatient patients and ensure forms and records are complete and accurate.
Ability to maintain appropriate role boundaries and recognize when patient, staff, workflow, or operational concerns require escalation to the Clinic Manager or clinical team and escalate as appropriate.

Nice To Haves

1-2 years of experience as a Medical Receptionist or in a customer service position preferred.
Prior experience as a Medical Assistant preferred.
Experience performing CLIA-waived testing in a clinical setting strongly preferred.
Active EMT certification preferred.

Responsibilities

Greet all patients in a warm, friendly, and professional manner.
Answer and screen incoming phone calls and take and relay messages in a timely manner.
Process patient registrations and distribute patient forms.
Review patient forms for completeness and accuracy and assist patients with questions as appropriate.
Collect and accurately document patient demographic and insurance information.
Comfort patients by anticipating concerns, answering appropriate non-clinical questions, and maintaining an organized and welcoming reception area.
Recognize patients in distress and promptly obtain appropriate clinical assistance.
Forward medical record requests to appropriate Vituity team members as needed.
Schedule appointments when applicable at the clinical location.
Maintain a clean, neat, safe, and orderly front-office work area.
Maintain correct chart order and accurate patient workflow documentation.
Attend and actively participate in required training, in-services, staff meetings, and clinic readiness activities.
Process correspondence and maintain required patient logs in a timely and accurate manner.
Protect patients’ rights and maintain confidentiality of personal, medical, and financial information.
Maintain operations by following established policies, processes, and procedures and by reporting needed changes or concerns to the Clinic Manager.
Contribute to team goals by assisting with related front-office, patient coordination, and clinic operations responsibilities as needed.
When applicable to the clinical location, verify insurance coverage; monitor and maintain business office inventory and equipment; and assist with patient rooming, room setup, retrieval and restocking of supplies, treatment-area cleanup, and other trained back-office duties.
Serve as the primary liaison between the Clinic Manager and the medical reception team for routine operational communication, workflow updates, staff questions, and identified concerns.
Serve as the first point of contact for routine front-office workflow questions and assist reception staff with resolving issues through established clinic policies, procedures, and escalation pathways.
Support onboarding, orientation, and training of new or returning medical reception staff on clinic-specific front-office workflows, patient registration, phone procedures, documentation expectations, billing processes, CLIA and back-office responsibilities where trained and authorized, and escalation procedures.
Help maintain and update medical reception onboarding materials, training checklists, workflow references, opening and closing checklists, and related operational tools as assigned.
Promote consistent application of established reception workflows, customer service expectations, patient privacy requirements, and clinic communication practices.
Communicate approved operational updates from the Clinic Manager to the medical reception team accurately and in a timely manner.
Gather questions, feedback, and recurring workflow concerns from reception staff and communicate them to the Clinic Manager.
Identify and escalate unresolved patient service, staffing, scheduling, workflow, safety, compliance, or interpersonal concerns to the Clinic Manager or other appropriate leader.
Assist with problem-solving for routine front-office workflow issues while recognizing when a question or concern requires management, clinical, compliance, or human resources involvement.
Support pre-season clinic readiness and end-of-season closeout activities related to reception workflows, forms, supplies, onboarding materials, and staff feedback as assigned.
Model professionalism, reliability, teamwork, respectful communication, and patient-centered service for new and returning staff.
Perform approved lead, training, or administrative duties as assigned and in accordance with applicable timekeeping, payroll, and human resources requirements.
Accurately post and document payments received.
Collect co-pays, outstanding balances, and payments for services rendered or other purchased items in accordance with established procedures.
Complete patient discharge processes accurately and professionally.
Transmit necessary and requested documents to the Revenue Cycle Management team as needed.
Refer patient billing questions or concerns to appropriate billing personnel.
Print and prepare superbills when applicable to the clinical location.
Assist new or returning medical reception staff with established billing and payment workflows and escalate unresolved questions to the appropriate resource.
Perform CLIA-waived point-of-care laboratory tests, such as rapid strep, influenza, glucose monitoring, urinalysis, and pregnancy testing, only after completion of required training and competency validation.
Accurately label specimens and record and report test results in the patient’s electronic medical record.
Follow established protocols for quality control, calibration, testing, documentation, and reporting.
Ensure proper handling, storage, and disposal of specimens, testing materials, and biohazardous waste.
Maintain compliance with CLIA requirements, OSHA standards, infection prevention practices, clinic policies, and applicable procedures.
Participate in required training, competency assessments, quality-control activities, and audit-readiness processes for CLIA waived testing.
Support patients in preparing for examinations, including assisting with removal of outerwear or gear, providing gowns, and supporting patient comfort.
Accurately obtain and document vital signs in the electronic medical record after completion of required training.
Fit and prepare crutches, prefabricated splints, and durable medical equipment according to provider instructions and within the employee’s training and authorized scope.
Maintain clean and sanitary examination rooms, gurneys, equipment, and treatment areas in accordance with infection prevention standards.
Change linens between patients and maintain safe treatment areas by tidying and drying floors as necessary.
Assist patients with managing and securing personal belongings during their visit.
Assist with safe patient transportation support, including escorting patients to the door or coordinating transport services as directed.
Reinforce established CLIA-waived testing and trained back-office workflows with new or returning medical reception staff without performing independent clinical supervision.
Promptly escalate clinical questions, abnormal results, patient-condition concerns, competency concerns, or issues outside the role’s authorized scope to appropriate clinical personnel.

Benefits

Superior health plan options
Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%25 plus discretionary profit-sharing contributions (eligible January following 18 months of service)
Outstanding Paid Time Off: Start at 4 weeks’ PTO, Paid holidays, Sabbatical
Student Loan Refinancing Discounts
Professional and Career Development Program
EAP and travel assistance included
Wellness program
Commuter Benefits Program
Purpose-driven culture focused on improving the lives of our patients, communities, and employees