What are the responsibilities and job description for the Medical Receptionist position at Hawaii Health & Harm Reduction Center?
Hawai’i Health & Harm Reduction Center (HHHRC) provides harm reduction-focused services to marginalized populations in Hawai’i, including people living with and/or affected by HIV, hepatitis, substance use, homelessness, and the transgender, LGBQ, and the Native Hawaiian communities. HHHRC bridges gaps and helps individuals access essential resources such as housing, health care, entitlements, and treatment. We foster health, wellness, and systemic change in Hawai’i and the Pacific through outreach, care services, advocacy, training, prevention, education, and capacity building.
SUMMARY OF POSITION
The Medical Receptionist is responsible for staffing the reception desk during business hours. This position will perform front desk duties including, but not limited to, answering incoming telephone calls, greeting visitors, obtaining and/or verifying patient information, patient check-in/out, and scheduling patient appointments.
This is a permanent, full-time, non-exempt, hourly position with HHHRC located in Honolulu, Hawaiʻi. Expected hours of work are generally between 8:30 AM and 5:00 PM, Monday through Friday, with some evening and weekend attendance for required events. Salary is commensurate with experience.
REPORTING RELATIONSHIP:
Reports to: Clinic Office Manager
Supervises: N/A
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Greet and check in patients and visitors in a professional and friendly manner.
- Answer and direct phone calls, voicemails, emails, and other inquiries that come to the front desk.
- Document all calls related and/or from patients/clients in the electronic medical record (EMR).
- Schedule, confirm, and reschedule patient appointments for both the Oahu and Kauai offices.
- Maintain a clean, organized, and welcoming reception area and waiting room.
- Collect and update patient information, including medical and insurance details.
- Verify insurance eligibility and benefits and work with the insurance navigation team on patient insurance enrollment.
- Assist patients with completing intake packet and document the information provided in the EMR.
- Provide patients and visitors with basic information about services, policies and procedures.
- Maintain and update EMR accurately.
- File, scan, and organize patient documents.
- Assist with the collection of co-pays, deductibles, and outstanding balances.
- Coordinate with medical staff (clinicians, medical assistants) and case managers to ensure smooth patient flow.
- Coordinate with other agency programs on internal and external patient referrals.
- Support basic clinical tasks (e.g., preparing paperwork, making copies, restocking reception and waiting areas.
- Perform additional duties as needed and assigned. Duties are subject to change.
GENERAL RESPONSIBILITIES:
- Contribute to a safe, creative, enthusiastic, and cooperative working environment for all.
- Work as a team with other staff and support team members.
- Maintain appropriate professional and ethical standards while serving as a representative of HHHRC.
- Observe and comply with all rules and regulations – such as HHHRC Code of Conduct, Drug-Free Workplace, Confidentiality – and other administrative policies of HHHRC.
- Abide by all policies and procedures of the HHHRC Health & Safety Program and the Quality Management Program.
- Comply with HHHRC confidentiality policy, HIPAA requirements, cultural competencies, and rights to persons served, as well as CARF standards.
- Demonstrate steadfast understanding of, and commitment to, the Mission, Vision, and Values of HHHRC.
WORKING CONDITIONS/PHYSICAL DEMANDS:
- Office/clinical environment: indoors, air conditioned.
- Long hours sitting using office equipment and computers, which can cause muscle strain.
- May be exposed to communicable disease, body fluids, sharps, and chemicals. All appropriate CDC & DOH recommended Personal Protective Equipment (PPE) will be provided, if needed.
- May be required to deal with hostile/challenging patients.
- Regular use of computer keyboards, telephone, and operating office equipment.
- Essential physical activities: standing, sitting, walking, finger dexterity, eye-hand coordination, seeing, hearing, speaking, reaching above, at, and below shoulder, and frequent gripping of an object.
- Occasional physical activities: stooping, bending, squatting, twisting body, and lifting.
- Moderate physical activity. Standing and/or walking for more than four (4) hours per day.
- Occasional lifting and carrying of supplies and equipment (up to 25 pounds).
REQUIRED QUALIFICATIONS:
Knowledge/Skills/Abilities:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access, SharePoint, etc.) with advanced computer and data entry skills.
- Intermediate to advanced knowledge of EMR.
- Knowledge of patient care charts and patient histories.
- Knowledge of patient evaluation and triage procedures.
- Knowledge of safety, environmental, and/or infection control methods.
- Ability to maintain calendars and schedule appointments.
- Ability to maintain quality, safety, and/or infection control standards.
- Familiarity with electronic medical health care record systems.
- Strong organizational skills and ability to work within a fast-paced setting.
- Excellent interpersonal, written, and verbal communication skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Good listening skills, flexible, and able to handle complex situations/clients.
- Non-judgmental attitude and ability to respect the knowledge, actions, and feelings of others.
- Capability to work well and thrive professionally in an atmosphere of significant diversity, working with marginalized populations.
Education/Experience:
- High School Diploma/GED, or equivalent work experience.
PREFERRED QUALIFICATIONS:
- Experience working as a receptionist in a medical setting.
REQUIRED WORK CARDS/CERTIFICATIONS:
- COVID-19 Vaccination (recommended)
- TB Clearance
- Hep B Clearance and/or Vaccination
- Must pass Center for Medicare/Medicaid Services eligibility screening.
Hawaiʻi Health & Harm Reduction Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.