White Swan Medical Receptionist

Confederated Tribes and Bands of the Yakama Nation•White Swan, WA

4d•Onsite

About The Position

The White Swan Medical Receptionist serves as the first point of contact for clients, families, and visitors entering the White Swan Health Clinic. This role ensures that every individual feels respected, cared for, and supported from the moment they enter the doors. The position provides courteous and professional customer service while performing a variety of administrative and clerical duties that support daily operations across multiple internal programs within the clinic. The Medical Receptionist is responsible for welcoming and greeting guests with a smile, providing quality and efficient service and guidance to all visitors and callers. This role supports staff by performing routine clerical functions, such as answering and routing calls using multiple phone lines, relaying messages, and answering routine questions, while utilizing courteous customer service principles and representing the agency in a professional manner. The position helps ensure a welcoming, confidential, and organized environment that reflects the department's values of compassion, respect, and cultural understanding. Administrative and secretarial clerical support will be provided as needed to Tribal Health Administration, upper management, and other staff. This is an intermediate level position requiring excellent customer service skills and an understanding of the expectations of a HIPAA compliant office setting. The Receptionist enables department providers to function as a collaborative care team, centered on the needs of the patients.

Requirements

High school diploma or GED.
Required to pass a pre-employment criminal background check.
Required to pass a pre-employment drug test.
Must possess a valid Washington State Driver's License with the ability to obtain a Tribal Driver Permit with Defensive Driving Course certificate (to be updated every 2 years).
Must possess access to adequate modes of transportation.
Must have all immunizations up to date.
Possess impeccable customer service skills, and can maintain a high level of confidentiality, is detail oriented, handles stressful situations well, and exudes a passion for helping others.
Strong interpersonal and communication skills, both in person and by phone.
Excellent verbal and written communication skills; able to interact effectively with clients, families, staff, and community partners.
Skilled in active listening and empathy to understand and respond to client needs.
Ability to de-escalate situations calmly and professionally when clients are in crisis or distress.
Ability to manage a high volume of clients, calls, and paperwork with accuracy and professionalism.
Understanding of Yakama Nation culture, traditions, and values; ability to integrate cultural respect into client interactions.
Sensitivity to diverse populations, including tribal members, youth, elders, and individuals with behavioral health challenges.
Knowledge of social and community resources to assist clients effectively.
Proficiency in EHR systems, scheduling software, and standard office technology (phone systems, copiers, scanners), and data entry.
Knowledge of or willingness to learn behavioral health and medical terminology.
Knowledge of behavioral health services, referral processes, and intake procedures.
Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.
Ability to maintain accurate records, perform data entry, and handle documentation in a confidential and timely manner.
Ability to anticipate client and program needs and respond appropriately.
Strong judgment in prioritizing tasks and resolving conflicts or scheduling challenges.
Capacity to adapt to changing policies, procedures, or program requirements.
Works effectively as part of a multidisciplinary team, including clinicians, administrative staff, and program coordinators.
Supports cross-program communication and coordination.
Promotes a positive, collaborative work environment rooted in respect, care, and shared purpose.
Upholds HIPAA regulations and Yakama Nation policies regarding client confidentiality.
Demonstrates reliability, accountability, and integrity in all interactions.
Maintains composure, professionalism, and compassion in a fast-paced, high-demand environment.
Ability to assist clients in accessing resources, programs, and support services efficiently.
Advocates for client needs while balancing program requirements and administrative policies.
Ability to always maintain strict confidentiality.
Comfortable supporting multiple programs and adapting to evolving clinic workflows.
Willingness to cross-train and assist in other areas as needed (e.g., float receptionist, intake support).

Nice To Haves

Experience working with tribal communities or in a culturally diverse environment preferred.
Two (2) years of clerical, receptionist, or customer service experience, preferably in a healthcare or behavioral health setting.
Yakama enrolled preference, but all qualified applicants are encouraged to apply.

Responsibilities

Provide excellent customer service.
Greets and welcomes clients, visitors, and staff in a warm, compassionate, professional, and culturally sensitive manner.
Interact with clients and community members in a friendly trauma informed manner.
Welcome participants with friendly and polite demeanor while assisting them with tasks such as filling out necessary paperwork and handling sensitive health information.
Answer and route phone calls promptly; take accurate messages and provide information as appropriate.
Screens incoming calls making preliminary determinations of individual needs and urgency for services.
Provides administrative support to the department with scheduling and rescheduling patient intake/ therapy appointments and tracks all appointment data.
Schedule, confirm, and update appointments for multiple behavioral health programs and providers throughout the clinic.
Confirm appointments for existing clients over the phone or in person.
Serves as the main contact for new clients and daily contact with existing clients.
Responsible for direct communication with all existing and newly referred clients.
Check clients in and out of appointments, will notify providers when clients arrive, verify demographic/contact information (address, phone number, email and insurance information), and ensure intake paperwork is complete.
Provide and prepare paperwork/documentation and enter data into the electronic health record (EHR) system as required and requested.
Prepares and provides pertinent client information, charts and records.
Prepares and processes patient forms, including consent, referrals, and release of information.
Maintain lobby area/front desk, and common areas (conference rooms, intake rooms, and bathrooms) within the clinic workspace are clean, organized, and are in welcoming presentable condition.
Provide directions and program information to clients, staff, and visitors.
Help manage client flow, communication, documentation, and program coordination efficiently.
Monitors, manages, and accesses services for patients, as well as assist with the coordination and referral to receiving services.
On a regular basis, exercise independent judgement in the resolution of administrative issues or crises.
Maintain confidentiality and compliance with HIPAA and all clinic policies.
Assist with filing, scanning, faxing, and routing documents to appropriate staff.
Record and distribute incoming and outgoing mail and deliveries.
Assist with intake processes, referral forms, and other client documentation as directed.
Support internal communication between front desk, clinical, and Behavioral Health Clinic teams.
Will notify staff when guests or community partners arrive for meetings or visits.
Participate in staff meetings, trainings, and departmental activities as assigned.
Promote a non-judgmental, supportive, and compassionate environment for all clients.
Demonstrate cultural awareness and sensitivity in serving diverse tribal and community members.
Support the department's mission to promote healing, wellness, and balance within the community.
Other Duties as Assigned