Hiring! Job Title: Medical Receptionist

Job Description

The Medical Receptionist provides courteous and effective support to patients, coworkers, and guests in a residential treatment setting. This role focuses on admitting new patients, maintaining accurate demographic, billing, and insurance information in electronic health record systems, and supporting administrative processes that facilitate access to treatment, patient retention, and integration of services across residential programs. The position requires strong customer service skills, attention to detail, and the ability to work collaboratively with clinical and administrative teams while upholding privacy and regulatory standards.

Responsibilities

• Admit new patients into residential treatment programs using the electronic health record system, ensuring all demographic, billing, and insurance information is accurate and complete.
• Obtain necessary Releases of Information and assist patients in completing intake paperwork in a clear and supportive manner.
• Search patients’ belongings in accordance with policy to help ensure safety and appropriateness of items brought into the residential setting.
• Notify patients’ insurance providers to lock in their specific plan for the duration of the treatment episode and document all related actions in the health record system.
• Provide a warm handoff to clinical staff by clearly communicating relevant information and ensuring a smooth transition for newly admitted patients.
• Coordinate with the admissions team and site support leadership to assist with scheduling new patient intake appointments and adjusting schedules as needed.
• Assist patients in reactivating or renewing Oregon Health Plan insurance after obtaining OHP Assister status, and guide them through required forms and processes.
• Use online insurance verification systems to confirm that patient insurance information is valid and accurate prior to appointments.
• Verify coverage levels and authorization requirements using internal and external resources, and seek guidance through appropriate channels when questions arise.
• Obtain, manage, and process Food Stamp cards for patients twice a month, explaining the process and assisting patients with completing applications.
• Maintain a strong working relationship with OHA DHS Self Sufficiency representatives to secure Food Stamp cards in a timely manner and resolve process issues.
• Deliver excellent customer service in person and over the phone by being prompt, courteous, and accurate when providing information and assistance.
• Facilitate effective connections to internal resources and services for prospective and current patients, referring to appropriate departments when needed.
• Open, manage, and close the admit building for the programs, ensuring areas are secured, orderly, and properly stocked with designated materials and signage.
• Maintain tidy, welcoming reception and admit areas for patients and guests, and seek additional assistance to resolve facility or patient-related issues when necessary.
• Create, file, and close paper health records while ensuring all handling of records complies with organizational policy and HIPAA regulations.
• Perform data entry, filing, and other front desk administrative tasks accurately and efficiently to support clinical and administrative operations.
• Attend scheduled team meetings and trainings to stay current on procedures, policies, and best practices.
• Maintain consistent attendance and punctuality to support reliable front desk and admissions coverage.
• Communicate accurately and positively about recovery and the use of evidence-based treatments in all patient and staff interactions.
• Use data and science-based approaches to identify barriers, overcome obstacles, and inform decisions related to patient access and administrative processes.
• Demonstrate financial responsibility by avoiding waste, documenting accurately, and seeking new opportunities to improve services and efficiency.
• Show compassion and respect for others, maintaining professional boundaries while working with individuals diagnosed with substance use or co-occurring conditions.
• Apply verbal de-escalation techniques when interacting with upset individuals in person or on the phone, and seek supervisory support when appropriate.
• Explain procedures and enforce policies using a positive tone and helpful disposition, showing empathy and patience when assisting individuals who are struggling to understand or complete tasks.

Essential Skills

• At least 1 year of experience in front office administration or reception work, preferably in a medical, health c