Health Care Receptionist

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    "html_title": "United Counseling Service of Bennington County Inc - Health Care Receptionist",
    "description_html": "<p>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.</p><p><br></p><p><br></p><p><strong>ESSENTIAL DUTIES AND RESPONSIBILITIES</strong></p><p><br></p><p><strong>Receptionist</strong></p><ul><li>Is the primary phone person at LHD.&nbsp;</li><li>Greet all clients, guests, and staff in an appropriate manner.&nbsp;</li><li>Answer incoming calls, calmly assesses the needs of the caller, and appropriately routes incoming calls, taking messages when necessary.&nbsp;</li><li>May place outgoing calls as appropriate.&nbsp;</li><li>Provide excellent customer service to clients and agency staff to align with current KPI.</li></ul><p><br></p><p><strong>Client and Staff Engagement</strong></p><ul><li>Check-in clients as they present for their appointments using the electronic health record.</li><li>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.&nbsp;</li><li>Notify clinicians that their clients have arrived.&nbsp;</li><li>Oversee lobby and waiting room area assuring minimal wait time for client’s accessing services.</li><li>Help clients navigate the intake/service system with a thorough understanding of the process.</li><li>Collect 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.&nbsp;&nbsp;</li></ul><p><br></p><p><strong>Cross Coverage</strong></p><ul><li>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.&nbsp;</li></ul><p><br></p><p><strong>Clerical</strong></p><ul><li>Sort and distribute incoming mail to appropriate staff/facilities daily.&nbsp;</li><li>Meter outgoing mail and ensures daily pick up by mail couriers.&nbsp;</li><li>Process monthly postage report and sends to Finance.&nbsp;</li><li>Track office supply inventory and re-orders items, as necessary.&nbsp;&nbsp;</li><li>Track and orders LHD lobby coffee orders.&nbsp;</li><li>Work in cooperation with the administrative services staff to assure the smooth running of the office systems.&nbsp;</li><li>Prepare and maintains both paper and electronic files. Files, scans, copies, and faxes materials as needed.&nbsp;</li></ul><p><strong>Record Keeping</strong></p><ul><li>This position is responsible for maintaining the daily attendance sheet for staff throughout the day. Maintain the missing badge list and alerts Facilities Manager when they need to be deactivated. Monitor the items pick up log to ensure timely dissemination of client communications following agency’s processes. Work with clinical staff for all outreach letters.&nbsp;</li><li>Assist with appointment reminder calls/texts as needed.&nbsp;</li><li>Complete the daily appointment review report to check in and finalize any no show client appointments.&nbsp;</li></ul><p><br></p><p><strong>Miscellaneous</strong></p><ul><li>Open and/or close the agency’s facilities as necessary following agency’s processes.&nbsp;</li><li>Provide coverage at other agency locations as requested.&nbsp;</li><li>Maintain the beverage cart in the waiting area to include keeping the waiting area neat, clean and stocked.&nbsp;</li><li>Calmly respond to emergency situations and help maintain safety for our clients and staff.&nbsp;</li><li>Work closely with the Health Care Front Office Supervisor in resolving issues and initiating new procedures.&nbsp;</li><li>Assist with helping clinicians resolve computer, copier, and printer issues.&nbsp;</li><li>Maintain the electronic bulletin board and music system.&nbsp;</li><li>Assist with special projects involving various departments in the agency as assigned.</li></ul><p>* In addition to the above, other duties as assigned.</p><p><br></p><p><br></p><p><strong>Skills and Competencies, or attributes needed for success:</strong></p><ul><li>Interpersonal and Communication Skills: Active listener, clear verbal/written communication, professional phone etiquette, positive body language (such as smiling, making eye contact, and welcoming demeanor even when busy)</li><li>Teamwork and Collaboration: Approachable, positive attitude, supportive, open communicator, team player, works well with others.</li><li>Change Management and Adaptability: Remains calm under pressure and crisis situations, pivots easily with day-to-day changes, supports change in new systems, process changes, and procedures, effectively manages high call volume in fast-paced environments with changing priorities</li><li>Organizational and Time Management Skills: Strong attention to detail, effectively prioritizes tasks, follows tasks through to completion, handles high volumes of tasks while maintaining quality of care, keeps shared workspaces orderly and accessible.</li></ul><p><br></p><p><br></p><p><strong>QUALIFICATIONS / EDUCATION / EXPERIENCE:</strong></p><p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.</p><p><br></p><p><strong>COMPUTER/PHONE SKILLS (1):</strong></p><p>Basic computer skills are required in a Windows Operating System to include Microsoft Office programs Word, Excel, Outlook, and TEAMS as well as electronic medical record (EMR) system, and telehealth platforms are important. This role requires the ability to manage multiple calendars, phone lines and client interactions simultaneously with proficiency.&nbsp;</p><p><br></p><p><strong>LANGUAGE SKILLS (2):</strong></p><p>Strong language skills are essential for a receptionist, including clear verbal and written communication, attention to detail and professional phone etiquette. Providing clear and accurate correspondence, and communicating effectively with staff, clients, and community members. The ability to manage high call volumes while maintaining clarity and professionalism is also important to support smooth office operations. The ability to quickly new system and manage technical issues is also key to supporting efficient front desk operations.&nbsp;</p><p><br></p><p><strong>REASONING &amp; DECISION-MAKING ABILITY (3):</strong></p><p>Strong reasoning and decision-making abilities are essential for a receptionist, including the ability to use sound judgement when directing calls. The role requires effectively prioritizing tasks during busy periods, assessing urgency, and determining appropriate actions in real time. Must be able to resolve routine issues independently, escalate more complex matters when necessary, and maintain professionalism in unexpected or sensitive situations while supporting efficient front desk.</p><p><br></p><p><strong>EDUCATION and/or EXPERIENCE (4):</strong></p><ul><li>High School Diploma or equivalent.</li><li>Advanced office knowledge, and 1 year of administrative experience working in a front desk support capacity.&nbsp;</li><li>Strong computer skills with experience using Microsoft Office and electronic health record preferred.</li><li>Valid driver’s license and auto insurance.</li></ul>",
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      "datePosted": "2026-05-13T14:32:47-05:00",
      "description": "<p>Description</p><p>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.</p><p><br/></p><p><br/></p><p><strong>ESSENTIAL DUTIES AND RESPONSIBILITIES</strong></p><p><br/></p><p><strong>Receptionist</strong></p><ul><li>Is the primary phone person at LHD. </li><li>Greet all clients, guests, and staff in an appropriate manner. </li><li>Answer incoming calls, calmly assesses the needs of the caller, and appropriately routes incoming calls, taking messages when necessary. </li><li>May place outgoing calls as appropriate. </li><li>Provide excellent customer service to clients and agency staff to align with current KPI.</li></ul><p><br/></p><p><strong>Client and Staff Engagement</strong></p><ul><li>Check-in clients as they present for their appointments using the electronic health record.</li><li>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. </li><li>Notify clinicians that their clients have arrived. </li><li>Oversee lobby and waiting room area assuring minimal wait time for client’s accessing services.</li><li>Help clients navigate the intake/service system with a thorough understanding of the process.</li><li>Collect 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.  </li></ul><p><br/></p><p><strong>Cross Coverage</strong></p><ul><li>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. </li></ul><p><br/></p><p><strong>Clerical</strong></p><ul><li>Sort and distribute incoming mail to appropriate staff/facilities daily. </li><li>Meter outgoing mail and ensures daily pick up by mail couriers. </li><li>Process monthly postage report and sends to Finance. </li><li>Track office supply inventory and re-orders items, as necessary.  </li><li>Track and orders LHD lobby coffee orders. </li><li>Work in cooperation with the administrative services staff to assure the smooth running of the office systems. </li><li>Prepare and maintains both paper and electronic files. Files, scans, copies, and faxes materials as needed. </li></ul><p><strong>Record Keeping</strong></p><ul><li>This position is responsible for maintaining the daily attendance sheet for staff throughout the day. Maintain the missing badge list and alerts Facilities Manager when they need to be deactivated. Monitor the items pick up log to ensure timely dissemination of client communications following agency’s processes. Work with clinical staff for all outreach letters. </li><li>Assist with appointment reminder calls/texts as needed. </li><li>Complete the daily appointment review report to check in and finalize any no show client appointments. </li></ul><p><br/></p><p><strong>Miscellaneous</strong></p><ul><li>Open and/or close the agency’s facilities as necessary following agency’s processes. </li><li>Provide coverage at other agency locations as requested. </li><li>Maintain the beverage cart in the waiting area to include keeping the waiting area neat, clean and stocked. </li><li>Calmly respond to emergency situations and help maintain safety for our clients and staff. </li><li>Work closely with the Health Care Front Office Supervisor in resolving issues and initiating new procedures. </li><li>Assist with helping clinicians resolve computer, copier, and printer issues. </li><li>Maintain the electronic bulletin board and music system. </li><li>Assist with special projects involving various departments in the agency as assigned.</li></ul><p>* In addition to the above, other duties as assigned.</p><p><br/></p><p><br/></p><p><strong>Skills and Competencies, or attributes needed for success:</strong></p><ul><li>Interpersonal and Communication Skills: Active listener, clear verbal/written communication, professional phone etiquette, positive body language (such as smiling, making eye contact, and welcoming demeanor even when busy)</li><li>Teamwork and Collaboration: Approachable, positive attitude, supportive, open communicator, team player, works well with others.</li><li>Change Management and Adaptability: Remains calm under pressure and crisis situations, pivots easily with day-to-day changes, supports change in new systems, process changes, and procedures, effectively manages high call volume in fast-paced environments with changing priorities</li><li>Organizational and Time Management Skills: Strong attention to detail, effectively prioritizes tasks, follows tasks through to completion, handles high volumes of tasks while maintaining quality of care, keeps shared workspaces orderly and accessible.</li></ul><p><br/></p><p><br/></p><p><strong>QUALIFICATIONS / EDUCATION / EXPERIENCE:</strong></p><p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.</p><p><br/></p><p><strong>COMPUTER/PHONE SKILLS (1):</strong></p><p>Basic computer skills are required in a Windows Operating System to include Microsoft Office programs Word, Excel, Outlook, and TEAMS as well as electronic medical record (EMR) system, and telehealth platforms are important. This role requires the ability to manage multiple calendars, phone lines and client interactions simultaneously with proficiency. </p><p><br/></p><p><strong>LANGUAGE SKILLS (2):</strong></p><p>Strong language skills are essential for a receptionist, including clear verbal and written communication, attention to detail and professional phone etiquette. Providing clear and accurate correspondence, and communicating effectively with staff, clients, and community members. The ability to manage high call volumes while maintaining clarity and professionalism is also important to support smooth office operations. The ability to quickly new system and manage technical issues is also key to supporting efficient front desk operations. </p><p><br/></p><p><strong>REASONING & DECISION-MAKING ABILITY (3):</strong></p><p>Strong reasoning and decision-making abilities are essential for a receptionist, including the ability to use sound judgement when directing calls. The role requires effectively prioritizing tasks during busy periods, assessing urgency, and determining appropriate actions in real time. Must be able to resolve routine issues independently, escalate more complex matters when necessary, and maintain professionalism in unexpected or sensitive situations while supporting efficient front desk.</p><p><br/></p><p><strong>EDUCATION and/or EXPERIENCE (4):</strong></p><ul><li>High School Diploma or equivalent.</li><li>Advanced office knowledge, and 1 year of administrative experience working in a front desk support capacity. </li><li>Strong computer skills with experience using Microsoft Office and electronic health record preferred.</li><li>Valid driver’s license and auto insurance.</li></ul>",
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