Receptionist/Team Assistant

At Virginia Garcia Memorial Health Center, we welcome diversity; we encourage, uplift, and are honored to serve people who have been historically underrepresented and underserved. Our mission is to provide high-quality, culturally appropriate healthcare to low-income residents of Washington and Yamhill Counties, with a special emphasis on seasonal and migrant farm workers and others with barriers to receiving healthcare. We strive to provide an inclusive environment that welcomes and values the diversity of the people we employ and serve.

If you are unsure whether you meet all of the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary: The Receptionist/Team Assistant checks patients in and out, sets up computer data, prepares patient charts and assists in patient flow. This position coordinates referrals, tracks patients and patient health conditions, contacts patients about return visits, and manages special patient service programs.

Essential Duties and Responsibilities:

• Prepare clinic at start of day to receive patients.
• Register and check in all patients; update information on all registered patients.
• Procure proper documentation of patient financial status to allow clinic to identify appropriate billing sources.
• Refer potentially eligible patients to the Medicaid Eligibility worker.
• Set up charts for provider and create charts for new patients.
• Demonstrate knowledge and adhere to clinic policies and procedures regarding patient care, insurances, new patients, etc.
• Answer clinic phone and route calls to appropriate staff, take messages and schedule appointments for patients, being courteous, timely, and helpful at all times.
• Provide patient information and customer service related to charges, discounts, payments and billing.
• Enters charges and diagnoses in an efficient and accurate manner when checking patient out.
• Reconcile encounter payments with cash, and prepare money for deposit.
• Review pended workqueus and enter pended encounters; trouble shoot issues that create pended encounters.
• Assist patients with collections issues or direct to the appropriate person.
• Maintain waiting room tidy and orderly.
• Prepare clinic at closing, at the end of the day; lock up front office area and verify that the front door is locked.
• Participate in all staff meetings.
• Coordinate referrals for specialist consultations, diagnostic studies, etc.
• Track referrals as requested by provider.
• Ensure reports are received in timely manner from referral and distribute report to appropriate party; send records to specialists as requested.
• Assists team in helping patients access other insurance/benefits programs, such as FHIAP, Medicare, BCC, FPEP, etc.
• Enter patient data into tracking and registry software systems (such as Meditracks).
• Use tracking systems to proactively contact patients - via phone or letter - to schedule routine appointments.
• Print out/provide information from registries to provider before patient visits.
• Obtain outside medical records for patients on panel when requested.
• Notify patients of information when no medical decision-making is needed.
• Refer patient questions to appropriate member of team as needed.
• Participate as primary care team member in analyzing and problem-solving how to provide a better medical home for patients on panel.
• Participate in medical records and registry audits for completeness and data accuracy.
• Perform other duties as assigned.
• Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

HIPAA Requirements:

The Receptionist/Team Assistant will use PHI to do patient scheduling and registration, check and update insurance coverage and demographic information. The Receptionist / Team Assistant will also help patients with limited questions about their accounts and will perform end of day reporting that includes payment information. Applying the minimum necessary standard of HIPAA, the designated record sets to which this employee has access include: patient demographics and account information in the practice management system, encounter forms, user batch reports and payment posting reports, the patient information section of the medical record, the HIPAA section, recent progress notes (as needed to answer scheduling questions), and the problem list/immunization record (to provide copies to patients upon their request).

Knowledge, Skills and Abilities Required:

• Proficiency in English and Spanish, both written and spoken language preferred.
• Proven sensitivity to inter-cultural issues.
• Ability to make independent decisions based on Center protocols.
• High level of accuracy with numbers and data, which will become patient records.
• Demonstrated ability to work as a team player, placing a strong emphasis on delivering patient satisfaction.
• High level of skill in interpersonal relations and problem solving.
• Good organizational and time management skills.
• Computer skills, familiarity with Microsoft Office programs including Word and Excel, or a strong desire to learn.
• Ability to type with accuracy.
• Ability to read and interpret medical records and technical documents or desire to learn.
• Familiarity with medical terminology is desired.
• High School diploma or equivalent.
• 1-2 years previous experiences in reception work; work with the public or work in a social service or health care setting.
• Previous computer experience desirable.
• Previous experience with EPIC, MediTracks, or other disease registry software is desirable.
• Experience working with non-profit for underserved and diverse populations preferred.

Education and Experience Required:

Behavioral Competencies:

Accountability

• Role model VG's mission, vision, and shared values
• Listen to the voice of the customer and strive to delight them by exceeding their expectations
• If someone needs help, help them
• Be innovative, apply fresh ideas, and continuously improve how you do your work
• Maintain strict confidentiality and respect the privacy of others
• Demonstrate integrity, honesty, and stewardship in all encounters at work
• Demonstrate consideration and appreciation for co-workers and patients
• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Customer-Focus

Teamwork

Initiative

Confidentiality

Ethical

Respect

Communication

Physical Requirements:

• Sitting: 65%
• Standing: 10%
• Walking: 10%
• Bend, Reach, Stoop: 15%
• Use of Computer: up to 50%
• Ability to lift/carry up to 35 lbs.
• Ability to use phones, copy & fax machine. Computer: data entry, word processing, database programs, internet and mail.

Immunization:

Staff member must meet immunization requirements as stated in VGMHC's immunization policy and state and federal guidelines.

Job description represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC's Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes affirmative action in the area of placement, promotion, transfer, rate of pay and termination.