Health Care Receptionist

Health Care Receptionist

For over 65 years, UCS has been providing exceptional and thoughtful care to individuals and families in our community through programs, services, and educational opportunities. Our staff includes positions such as administration, clinicians, nurses, teachers, case managers, psychiatrists, and direct support providers who work within our 15 facilities to support over 3,000 individuals annually. We are proud to be part of Vermont Care Partners, a network of sixteen agencies that provide mental health, substance use disorder, and developmental disability services and supports in every county in Vermont. We are looking for team players to join us in making a difference in the lives of others and building a stronger community.

We believe a dynamic and inclusive workforce will strengthen our organization and enhance the services we provide. Therefore, it is our goal to hire a diverse workforce and cultivate a culture where our employees feel accepted and included, hold a valued place within our organization and are equally able to contribute to their fullest extent, assisting in fulfilling our mission of building a stronger community.

Under the direction of the Healthcare Front Office Supervisor, the Health Care Receptionist provides support services to the administrative and clinical staff of the agency. This position provides exceptional customer service to internal and external customers. The Receptionist possesses clear communication skills, office proficiency, organization skills, and attention to detail as well as the ability to work in a team environment.

Essential Duties And Responsibilities

1.1 Receptionist

• Is the primary phone person at LHD.
• Greets all clients, guests, and staff in an appropriate manner.
• Answers incoming calls, calmly assesses the needs of the caller, and appropriately routes incoming calls, taking messages when necessary.
• May place outgoing calls as appropriate.
• Provides excellent customer service to clients and agency staff to align with current KPI.

1.2 Client And Staff Engagement

• Check-in clients as they present for their appointments using the electronic health record.
• Routinely asks for and updates client information including phone number, email, physical address, mailing address, primary care doctor, dentist, pharmacy, and insurance coverage in the electronic health record.
• Notifies clinicians that their clients have arrived.
• Oversees lobby and waiting room area assuring minimal wait time for client's accessing services.
• Help clients navigate the intake/service system with a thorough understanding of the process.
• Collects co-pays and enters payments into the electronic health record. Works with the Health Care Customer Support Administrative Assistant to complete the pre-services audits as needed.

1.3 Cross Coverage

• The Receptionist will be cross trained in the Health Care Scheduler, Health Care Customer Support Administrative Assistant, Office Administrative roles/responsibilities as described in the job descriptions for those positions to always ensure adequate administrative support for the agency.

1.4 Clerical

• Sort and distribute incoming mail to appropriate staff/facilities daily.
• Meters outgoing mail and ensures daily pick up by mail couriers.
• Processes monthly postage report and sends to Finance.
• Tracks office supply inventory and re-orders items, as necessary.
• Tracks and orders LHD lobby coffee orders.
• Works in cooperation with the administrative services staff to assure the smooth running of the office systems.
• Prepares and maintains both paper and electronic files. Files, scans, copies, and faxes materials as needed.

1.5 Record Keeping

• This position is responsible for maintaining the daily attendance sheet for staff throughout the day. Maintains the missing badge list and alerts Facilities Manager when they need to be deactivated. Monitors the items pick up log to ensure timely dissemination of client communications following agency's processes. Works with clinical staff for all outreach letters.
• Assists with appointment reminder calls/texts as needed.
• Complete the daily appointment review report to check in and finalize any no show client appointments.

1.6 Miscellaneous

• Opens and/or closes the agency's facilities as necessary following agency's processes.
• Provides coverage at other agency locations as requested.
• Maintains the beverage cart in the waiting area to include keeping the waiting area neat, clean and stocked.
• Calmly responds to emergency situations and helps maintain safety for our clients and staff.
• Works closely with the Health Care Front Office Supervisor in resolving issues and initiating new procedures.
• Assists with helping clinicians resolve computer, copier, and printer issues.
• Maintains the electronic bulletin board and music system.
• Assists with special projects involving various departments in the agency as assigned.

* In addition to the above, other duties as assigned.

Qualifications / Education / Experience:

Education and/or Experience:

• High School Diploma or equivalent, advanced office knowledge, and 1 year of administrative experience working in a front desk support capacity.
• Strong computer skills with experience using Microsoft Office and electronic health record preferred.

Certificates/License/Registration:

• Valid driver's license and auto insurance.