Medical Receptionist Lead

CHC•Everett, WA

About The Position

The Medical Receptionist Lead is an effective team member within a medical clinic and performs clerical, reception, and administrative or secretarial tasks. The role answers and screens phone calls, takes messages, schedules appointments, obtains billing information, checks in patients, and maintains and files medical charts. The Lead also supports the Practice Manager with interviewing and selecting staff, training, mentoring, scheduling, and cash balancing. The position helps maintain efficient patient flow, accurate patient records, appointment schedules, reception operations, and financial transaction records. It coordinates with clinical staff and outside organizations, assists with insurance eligibility and sliding-fee processes, and follows confidentiality, infection-control, cash-management, and attendance practices. As a lead, this position serves as a key communicator between Reception and the Practice Manager, provides reception coverage as needed, guides and monitors medical receptionists, participates in performance evaluations and recruitment, conducts role-specific orientation, identifies training needs, and oversees routine supply inventory and ordering.

Requirements

High school graduate or equivalent.
Proficiently read, speak, understand, and write in English.
Work independently and be self-directed, while also working effectively in a team environment.
Demonstrate leadership and basic management skills.
Organize, prioritize, and coordinate multiple activities and tasks.
Work with initiative, energy, and effectiveness in a fast-paced environment and produce work in high quantity and quality.
Problem-solve creatively and remain calm and effective in high-pressure and emergency situations.
Use multi-line telephones and other office machines.
Be proficient with Microsoft Office applications, including Word, Excel, and Outlook.
Know medical terminology.
Have two years of customer-service-related experience working with the general public.
Have two years of clerical, reception, medical assisting, administrative, or secretarial experience, or an equivalent combination of education and work experience.
Have experience with insurance or billing in a medical setting or healthcare insurance organization.
Have one year of experience with multiple-provider scheduling.

Nice To Haves

Bilingual skills.
Post-high-school education in office or clerical coursework.
Graduation from a Medical/Dental Administrative Assistant Certification program or a related field.
One year of supervisory experience.
ICD-10 coding experience.
Electronic Health Record (EHR) and/or Electronic Practice Management System experience.
Coaching and/or team-building experience.
Experience working with low-income, multi-ethnic populations.

Responsibilities

Greet patients, interpreters, and visitors promptly and courteously in person and by phone; respond to inquiries, take messages, and provide accurate information about schedules and services.
Check in, register, and schedule patients in the practice management system, maintain appointment schedules according to office policies, and verify and update patient demographic information at each visit.
Assist in managing patient flow, coordinate walk-in and add-on patients, and communicate with back-office staff about walk-ins, cancellations, and delays.
Route and file documents and mail, and retrieve and file charts while accurately logging chart movements and protecting patient confidentiality.
Assist with insurance eligibility verification and verify income and help complete sliding-fee applications as delegated.
Receive patient payments, answer or refer billing questions, maintain financial transaction records, prepare daily bank deposits, and reconcile receipts securely and accurately.
Order interpreter and transportation services and coordinate with outside organizations regarding patient services.
Assist with appointment confirmations as needed.
Open and close clinic and reception areas during business hours; maintain a neat reception area and lobby.
Maintain adequate inventory of office supplies and clinical forms and troubleshoot office equipment, including calculators, copiers, fax machines, and printers.
Assist other departments when called upon and follow organizational infection-control practices and attendance standards.
Act as a key communicator between Reception and the Practice Manager.
Provide reception coverage for breaks, lunches, and paid time off as needed.
Guide medical receptionists by monitoring performance, mentoring, and participating in annual performance evaluations.
Handle medical reception scheduling and staffing up to the threshold established by the Practice Manager and participate in recruitment.
Conduct job-specific orientation for new medical receptionists, identify training needs, and recommend training to the Practice Manager.
Keep the Practice Manager informed about deviations in medical receptionist time records and approve overtime up to the threshold established by the Practice Manager.
Help ensure protocols are followed and consult the Practice Manager about more complex problems.
Coordinate data collection for assigned reports, audits, and quality reviews.
Oversee inventory and ordering of routine supplies.