Medical Receptionist

Job Summary:

The Receptionist/Scheduler is responsible for managing the front desk of the therapy office, providing a welcoming environment for clients, scheduling appointments, managing client records, and handling day-to-day administrative tasks. This position requires excellent communication skills, organizational abilities, and attention to detail to ensure that clients and therapists have a seamless experience.

Key Responsibilities:

• Answers the phone at the Northlight office and answers questions or directs phone calls and messages
• Greets clients upon arrival and answers client questions regarding scheduling, therapist availability, office procedures, HIPAA compliance
• Schedules and coordinates patient appointments to optimize client satisfaction and facility efficiency
• Collect payments from clients
• Communicate with therapists regarding scheduling and new clients, cancellations, and schedule changes
• Creates and updates patients' electronic health records
• Records and updates demographic and financial information
• Schedules intake appointments with the intake coordinator
• Verifies patient insurance benefits and answers client insurance questions about their coverage and fees
• Maintain total confidentiality of personal and financial data
• Word processing, filing, Information research, Shredding, Faxing, Keeping reception HIPAA compliant and completing any clerical functions
• Keeps track of intake metrics (tracking incoming calls, scheduled sessions, referral sources)
• Comply with organizational guidelines and health care laws and regulations
• Ensures client consent forms are signed and filed, and communicates with clients about consent requirements and procedures
• Takes care of office needs like faxing, printing, filing, and keeping the office organized and running smoothly
• Informs Billing Team about patient payment and insurance issues
• Informs the Clinical Director about client issues
• Supports company operations by maintaining office systems and supporting staff with technical questions and client-related inquiries
• Assume responsibility of maintenance of office equipment (printer, paper, filling office cups and treats, etc.), communicate the need for office supplies to operations
• Maintain physical location/building: cleanliness, report maintenance issues to the COO and/or Property Manager, decorations, stocking/organizing supplies, room maintenance, therapist room scheduling, accessibility issues (ADA), safety issues (OSHA)
• Support COO in maintaining location services: Wi-Fi, electricity, water, phones, cameras/security, keys, and office equipment tracking
• Collaborate proactively with internal teams, including therapists, Intake, Billing, Operations, and administration to ensure smooth office function.
• Communicate regularly with the COO about operational concerns and needs.
• Serve as a key liaison to the Care Coordinator for all matters related to scheduling.
• Enforce opening and closing procedures/policies
• This is not an all inclusive list of this job's responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

Qualifications:

• Education: High school diploma or equivalent.
• Experience: Previous administrative, receptionist experience in a healthcare or therapy setting is a plus.

Skills:

• Strong communication and interpersonal skills.
• Proficiency in Google Workspace and/or Microsoft Office Suite (Word, Excel, etc.).
• Basic understanding of healthcare compliance (HIPAA, patient confidentiality, etc.) is an advantage.
• Detail-oriented and well-organized, with the ability to manage multiple tasks simultaneously.
• Ability to handle confidential information with discretion.

Working Conditions:

• Monday-Friday (Daytime Hours)
• May travel to different locations minimally (Locations: Eugene, Springfield, Albany, Salem)

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $18 - $22