As a successful candidate, you will speak English and Spanish fluently. You will be responsible for assisting the Executive Director, Clinic Coordinator, and / or other clinic staff by serving patients in a warm and welcoming manner (greeting and helping them upon entry to the clinic).

You will answer phones in a timely manner using proper phone etiquette, schedule appointments using the clinic’s EMR program (currently Athena One), maintain records, accounts, and coordinate daily administrative tasks while maintaining the highest degree of confidentiality pertaining to patient information / records, as well as that of the Clinic.

You will establish trustworthiness, dependability, and accountability to the team by demonstrating good attendance and punctuality, arriving a minimum of 30 minutes prior to clinic start time, and by behaving with class and professionalism to both staff and patients alike.

When needed, you will assist as the MA in preparing exam rooms for patient treatments and examinations conducted by the Provider or RN or provide translation.

You will exhibit outstanding people skills, excellent phone skills, and show willingness to gain and maintain a basic knowledge and understanding of patient care and medical terminology.

Primary Functions and Duties :

• Greet and welcome patients and visitors in person or on the telephone, answering or referring inquiries to clinic staff.
• Protect patient rights by maintaining confidentiality of personal and financial information.
• Optimize patient satisfaction by being respectful of their time and that of the Provider; as well as treatment room utilization, by scheduling appointments according to the clinic’s scheduling rules currently in place.
• Keep scheduled appointments on time by notifying medical personnel of patient arrival; constantly reviewing the schedule to ensure flow of patients, remind Provider and other medical staff of service delays.

Comfort patients by anticipating anxieties and answering only simple questions which you are qualified to answer; otherwise, referring to the Clinic Coordinator, the Provider, or the Executive Director.

• In conjunction with front office staff : maintain the reception area to keep it presentable and clutter-free, share the responsibility of performing necessary administrative duties that include making copies, sending faxes, updating front office forms, etc.
• In conjunction with the Office Administrator : maintain patient accounts by obtaining, recording, and updating the personal and financial information of patients, ensure continued patient eligibility for treatment by clinic Providers / staff, and ensuring that policies applicable to patients are adhered to.
• Maintain daily financial receipts by referring to the Patient Notes in the Quickview screen for past due balances and / or no-show or lab reflex fees, collecting and recording patient fees due for services rendered at each appointment and entering the transaction to the billing portion of the EMR (each cash or credit transaction must also be entered into the Square application provided on the clinic iPad).

Ensure that all monies are accounted for using a checks and balances process with the daily appointment schedule and endorsing the cash box records receipt to confirm that the daily receipts are balanced, then bagging all monies and delivering to the ED to be stored and locked in a secure place.

Ensure that ample change (money) is available in the cash box for the next day’s business.

• Follow-up and ensure that CPT codes, fees, and other information are correct on the Routing Slip and that entries to the EMR align.
• Informing the ED of the need for office supplies.
• Maintain operations by adhering to policies, procedures, and processes, report and / or suggest needed changes.
• Attend and participate in monthly staff meetings, when scheduled.
• Provide input by suggesting changes and / or solutions to problems.
• Undergo training / continued education (when required) to improve performance of this position.
• Understand clinic hierarchy by referring to, and abiding by, the policies, processes, and procedures set forth by Clinic Management.
• Assist with training new employees with responsibilities that emulate this position.
• Attend and participate in clinic fundraisers and other functions.
• Respecting self and others by treating all staff members with dignity, respect, and professionalism, and contributing to a team effort.
• Understanding and adhering to boundaries, both personal and professional, specifically including patient privacy during operating hours.
• Other pertinent duties as required or assigned by the Clinic Coordinator and / or Executive Director.
• Providing general information to patients regarding clinic hours of operation, operating procedures regarding the scheduling of appointments and, when necessary, emergency medical treatment.
• Be willing to accept proper training by supervisors or other staff members, as well as constructive counseling when necessary.
• Demonstrating honesty when clocking in and out of the time and attendance system utilized by the clinic (currently uAttend / Workwell Technologies) and submitting time sheet to the ED in a timely manner as dictated by the due date for payroll processing.

Skills and Qualifications :

• Bilingual (Spanish speaking) Trustworthy / Dependable Multi-Tasker.
• Flexibility Telephone Skills Computer Literacy.
• Time Management Organizational Skills Friendly / Patience.
• Scheduling Customer Service Electronic Medical Records.
• Professionalism Focus / Attention to Detail Positive Attitude.

Gossiping and demeaning other employees, the use of foul language, vulgar acts or anything of the like will not be tolerated.

This includes discussing decisions made by Management regarding other staff members or other types of facility management.

Any violation of this policy will be treated with disciplinary action, up to and including termination of employment.

Last updated : 2024-05-16