Administrative Support Specialist

2 weeks ago

Hillsboro, Oregon, United States Virginia Garcia Memorial Health Center Full time
Job Overview

At Virginia Garcia Memorial Health Center, we embrace diversity and are committed to serving individuals who have been historically marginalized. Our mission is to deliver high-quality, culturally sensitive healthcare to low-income residents, with a focus on seasonal and migrant farm workers and others facing barriers to accessing healthcare.

Starting Compensation: $20.7521/hr + DOE
Work Schedule: Monday 8:30am-5:30pm; Tuesday, Thursday & Friday 10:00am-7:00pm; Wednesday 7:30am-4:30pm

Position Summary: The Front Desk Coordinator is responsible for managing all aspects of patient check-in and check-out, entering data into the computer system, preparing patient records, and facilitating patient flow. This role includes answering and making phone calls, taking messages, scheduling appointments, processing payments, providing change, and reconciling daily collections. Additionally, the Coordinator will handle all switchboard and medical records tasks.

Key Responsibilities:

  • Prepare the facility at the beginning of the day to welcome patients, including unlocking doors, turning on lights, and organizing sign-in sheets.
  • Execute established patient check-in procedures, including obtaining consents, verifying insurance, and completing necessary forms.
  • Update patient information in the system accurately.
  • Gather documentation regarding patient financial status to identify appropriate billing sources.
  • Refer eligible patients to the Medicaid Eligibility worker.
  • Process internal referrals for Behavioral, Mental, and dietician services.
  • Assist patients as needed.
  • Organize charts for providers and create new patient charts.
  • Coordinate patient flow with nursing staff, laboratory, and pharmacy.
  • Adhere to clinic policies and procedures regarding patient care and insurance.
  • Support the Call Center by routing calls to the appropriate staff and providing excellent customer service.
  • Provide backup for the Call Center as necessary, including taking messages and scheduling appointments.
  • Manage incoming mail, office deliveries, and faxes.
  • Conduct reminder calls and schedule intake appointments.
  • Offer patient information and customer service regarding charges, discounts, payments, and billing inquiries.
  • Reconcile payments and prepare deposits.
  • Review pending work queues.
  • Assist patients with billing issues or direct them to the appropriate personnel.
  • Help train new Front Office staff as needed.
  • Maintain a clean and organized waiting area.
  • Secure the Front Office area at the end of the day.
  • Participate in Front Office team meetings and contribute to discussions.
  • Engage in refresher training and coaching sessions as assigned.
  • Report issues or suggest workflow improvements.
  • Handle protected health information (PHI) in compliance with HIPAA regulations.
  • Perform additional duties as assigned.

HIPAA Compliance:

The Front Desk Coordinator utilizes PHI for patient scheduling, registration, and insurance verification. This role involves answering patient inquiries about accounts and completing end-of-day reporting related to payments. Access to designated record sets includes patient demographics, account information, and relevant medical records necessary for task completion.

Required Knowledge, Skills, and Abilities:

  • Fluency in English and Spanish, both written and spoken.
  • Awareness of inter-cultural issues.
  • Ability to make independent decisions following Center protocols.
  • High accuracy in handling numerical data.

Education and Experience:

  • High School diploma or equivalent.
  • Minimum of one year of experience in a reception role or in a public-facing position within a social service or healthcare environment.
  • Previous experience with computer systems is preferred.

Behavioral Competencies:

  • Accountability: Exemplify the mission and values of Virginia Garcia.
  • Customer Focus: Prioritize customer satisfaction and strive to exceed expectations.
  • Teamwork: Collaborate and assist colleagues as needed.
  • Initiative: Embrace innovation and seek continuous improvement.
  • Confidentiality: Uphold strict confidentiality and respect privacy.
  • Ethics: Demonstrate integrity and honesty in all interactions.
  • Respect: Show consideration for colleagues and patients.
  • Communication: Effectively convey ideas and understand others' perspectives.

Physical Requirements:

  • Sitting: up to 65%
  • Standing: 10%
  • Walking: 10%
  • Bending, Reaching, Stooping: 15%
  • Computer Use: up to 50%
  • Ability to lift/carry up to 30 lbs.

Work Environment:

  • Well-lit and ventilated office environment.
  • Possible indirect exposure to bloodborne pathogens; adherence to infection control protocols is expected.
  • Potential exposure to hazardous chemicals.

Equipment Utilized:

  • Office equipment including computers, printers, telephones, faxes, copiers, and scanners.

Immunization Requirements:

Staff must comply with immunization policies as outlined by Virginia Garcia Memorial Health Center and relevant state and federal guidelines.

This job description provides a general overview of the essential duties and qualifications required. It is not exhaustive and may evolve as the needs of the organization change.

Virginia Garcia Memorial Health Center is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, national origin, sex, age, veteran status, marital status, or disability.

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