Medical Receptionist Lead

CHC•Everett, WA

1d•Onsite

About The Position

The Medical Receptionist Lead operates as an effective team member within the medical clinic and performs a variety of clerical, reception, and administrative or secretarial tasks: answers and screens phone calls, takes messages, schedules appointments, obtains billing information, checks in patients and maintains and files medical charts. The Lead assists the Practice Manager with other duties, including but not limited to, interviewing and selecting new staff, training, mentoring, scheduling, and cash balancing. This role involves greeting patients, interpreters and visitors, in person and by phone, in a prompt, courteous and helpful manner, responding to inquiries, taking messages, and providing accurate information regarding schedules and services. It also includes checking in, registering and scheduling patients in the practice management system, maintaining appointment schedules, and following office scheduling policies. The Lead verifies and updates all demographic information in the electronic record at each patient visit, assists in managing patient flow, and coordinates distribution of walk-in and add-on patients. They interface with the back office regarding walk-in patients, cancellations and delays to ensure smooth patient flow, and route or file documents and mail appropriately. The position assists with insurance eligibility verification, verifies income for sliding fee patients, and assists in the completion of sliding fee applications. It involves receiving patient payments, answering or referring billing questions, and maintaining appropriate records of all financial transactions. The Lead prepares daily bank deposits, reconciles receipts, orders interpreter and transportation services, and assists in confirming appointments. They file and retrieve charts, log chart movements, open and close clinic and reception areas, maintain work area and reception lobby, and manage office supplies and clinical forms. The role also includes performing maintenance and troubleshooting office equipment. As a Lead, this position acts as a key communicator between Reception and the Practice Manager, provides reception coverage, guides medical receptionists by monitoring performance, mentoring, and participating in annual performance evaluations. They handle medical reception scheduling and staffing, participate in recruitment, conduct new medical reception job-specific orientation, identify training needs, and keep the Practice Manager informed regarding time records and overtime approvals. The Lead provides assistance for ensuring protocols are followed, coordinates data collection for reports, audits and quality reviews, and oversees inventory and ordering of routine supplies.

Requirements

Reads, speaks, understands and writes proficiently in English
Works independently and is self-directed
Works effectively in a team environment
Demonstrates leadership and basic management skills
Organizes, prioritizes, and coordinates multiple activities and tasks
Works with high initiative, energy and effectiveness in a fast-paced environment
Produces work in high quantity and quality
Problem-solves with creativity and ingenuity
Remains calm and effective in high pressure and emergency situations
Use of multi-line telephones and other office machines
Proficiency in the use of Microsoft Office applications; Word, Excel and Outlook
Knowledge of medical terminology
High school graduate or equivalent
Customer service related experience working with the general public (2 years)
Clerical, reception, medical assisting, administrative or secretarial experience (2 years); or a combination of equivalent education and work experience
Experience with insurance/billing in a medical setting or healthcare insurance organization
Experience with multiple provider scheduling (1 year)

Nice To Haves

Bilingual skills
Post high school education in office/clerical coursework
Graduate of a Medical/Dental Administrative Assistant Certification program or related field
Supervisory position experience (1 year)
ICD-10 coding experience
Electronic Health Record (EHR) and/or Electronic Practice Management System experience
Coaching and/or team building experience
Working with low income, multi-ethnic populations

Responsibilities

Operates as an effective team member within the medical clinic
Performs a variety of clerical, reception, and administrative or secretarial tasks
Answers and screens phone calls
Takes messages
Schedules appointments
Obtains billing information
Checks in patients
Maintains and files medical charts
Assists the Practice Manager with interviewing and selecting new staff
Assists the Practice Manager with training new staff
Assists the Practice Manager with mentoring staff
Assists the Practice Manager with scheduling
Assists the Practice Manager with cash balancing
Greets patients, interpreters and visitors, in person and by phone, in a prompt, courteous and helpful manner
Responds to inquiries
Provides accurate information regarding schedules and services
Checks in, registers and schedules patients in the practice management system
Maintains appointment schedule and follows office scheduling policies
Verifies and updates all demographic information in the electronic record at each patient visit
Assists in managing patient flow in a timely and efficient manner
Coordinates distribution of walk-in and add-on patients appropriately
Interfaces with back office regarding walk-in patients, cancellations and delays to ensure smooth patient flow
Routes or files documents and mail appropriately
Assists with insurance eligibility verification
Verifies income for sliding fee patients and assists in the completion of the sliding fee application as delegated
Receives patient payments
Answers or appropriately refers billing questions
Maintains appropriate records of all financial transactions
Prepares daily bank deposit, reconcile receipts (including cash, checks and bankcard transactions) assuring accuracy and timeliness of the deposit and ensuring security under cash management and accounting practices
Orders interpreter and transportation services and interfaces with other outside organizations regarding patient services
Assists in confirming appointments as needed
Files, retrieves charts from storage and logs chart movements with accuracy and timeliness to prevent loss of records and ensure confidentiality of patient information
Opens and closes clinic and reception areas for all business hours
Maintains work area and reception lobby in neat and orderly manner
Maintains adequate inventory of office supplies and clinical forms
Performs maintenance and troubleshoot operations of office equipment and machines, to include calculators, copiers, fax, printers, etc.
Assists with other departments when called upon
Adheres to organizational infection control practices and written plan
Adheres to attendance standards in order to perform the job functions for daily operations and/or continuity of patient care
Acts as a key communicator between Reception and the Practice Manager
Provides reception coverage for breaks, lunches and PTO
Provides guidance to the medical receptionist by monitoring performance, mentoring, and participating in annual performance evaluations
Handles medical reception scheduling and staffing up to the threshold established by the Practice Manager
Participates in the recruitment process for medical receptionists
Conducts new medical reception job-specific orientation
Identifies and recommends other training needs and makes recommendations to the Practice Manager
Keeps Practice Manager informed regarding deviations in medical receptionist time records and approves overtime up to the threshold established by the Practice Manager
Provides assistance for ensuring protocols are followed and seeks counsel from Practice Manager for more complex problems
Coordinates the data collection for reports, audits and quality reviews as assigned
Oversees inventory and ordering of routine supplies

Benefits

Competitive wages
Comprehensive benefits package designed to address health, time off, retirement and career-advancement needs
Health insurance (medical/dental/vision)
Up to 120 hours of vacation time pro-rated by FTE every 12 months
Paid sick leave
10-paid holidays
403(b) Safe Harbor retirement plan with employer match
Disability insurance
Life insurance
$0.75/hour for those who test proficiently in a second language