Medical Receptionist Lead

Community Health Center of Snohomish County (CHC) • Everett, WA

2d • $51,917 - $68,598

About The Position

The Medical Receptionist Lead is an effective team member within a medical clinic and performs clerical, reception, administrative, and secretarial tasks. Duties include answering and screening calls, taking messages, scheduling appointments, obtaining billing information, checking in patients, and maintaining and filing medical charts. The Lead also assists the Practice Manager with interviewing and selecting staff, training, mentoring, scheduling, and cash balancing.

The Lead 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 job-specific orientation, and recommends training needs. The role also supports staffing and scheduling within established limits, helps ensure protocols are followed, coordinates assigned reporting and quality-review data collection, and oversees routine supply inventory and ordering.

Requirements

• High school graduation or equivalent.
• Proficient reading, speaking, understanding, and writing in English.
• Ability to work independently and be self-directed, as well as work effectively in a team environment.
• Leadership and basic management skills.
• Ability to organize, prioritize, and coordinate multiple activities and tasks.
• Initiative, energy, and effectiveness in a fast-paced environment; ability to produce work in high quantity and quality.
• Creative and resourceful problem-solving skills.
• Ability to remain calm and effective in high-pressure and emergency situations.
• Ability to use multiline telephones and other office machines.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Knowledge of medical terminology.
• Two years of customer-service experience working with the general public.
• Two years of clerical, reception, medical assisting, administrative, or secretarial experience, or an equivalent combination of education and work experience.
• Experience with insurance or billing in a medical setting or healthcare insurance organization.
• 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 and follow office scheduling policies.
• Verify and update patient demographic information in the electronic record at each visit.
• Help manage patient flow, coordinate walk-in and add-on patients, and communicate with back-office staff about walk-ins, cancellations, and delays.
• Route or file documents and mail appropriately.
• Assist with insurance eligibility verification.
• Verify income for sliding-fee patients and assist with sliding-fee applications as delegated.
• Receive patient payments, answer or refer billing questions, maintain financial transaction records, prepare daily bank deposits, and reconcile receipts while ensuring accuracy, timeliness, and security.
• Order interpreter and transportation services and coordinate with outside organizations regarding patient services.
• Assist with confirming appointments as needed.
• File and retrieve charts and log chart movements accurately and promptly while protecting patient confidentiality.
• Open and close the clinic and reception areas during business hours.
• Keep the work area and reception lobby neat and orderly.
• Maintain adequate inventory of office supplies and clinical forms.
• Maintain and troubleshoot office equipment, including calculators, copiers, fax machines, and printers.
• Assist other departments when called upon.
• Follow organizational infection-control practices and the written plan.
• Meet attendance standards to support daily operations and continuity of patient care.
• 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 within the threshold established by the Practice Manager and participate in receptionist recruitment.
• Conduct job-specific orientation for new medical receptionists; identify and recommend additional training needs to the Practice Manager.
• Keep the Practice Manager informed about deviations in medical receptionist time records and approve overtime within the established threshold.
• 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.

Benefits

• Health insurance, including medical, dental, and vision coverage.
• Up to 120 hours of vacation time every 12 months, prorated by FTE.
• Paid sick leave.
• 10 paid holidays.
• 403(b) Safe Harbor retirement plan with employer match.
• Disability insurance.
• Life insurance.
• $0.75 per hour for employees who test proficiently in a second language.
• Competitive wages and a comprehensive benefits package addressing health, time off, retirement, and career advancement.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED