Front Desk Receptionist/Customer Service

About us

Occustar Workplace Compliance is an occupational medicine group focused on regulatory compliance for employers. Wow this position is for our office the majority of our work is completed on location across the state by other staff members. The office hosts regular clinic schedules throughout the week while also processing the on-site work from across the state.

As a Front Desk Coordinator, you will play a vital role in the smooth operation of our clinic by overseeing various administrative tasks and ensuring exceptional patient service. Your responsibilities will include:

• Appointment Scheduling: Efficiently schedule clinic appointments, ensuring optimal utilization of clinic resources and accommodating patient needs.
• Clinic Management: Supervise and manage clinic operations, including overseeing clinic staff to ensure seamless workflow and excellent patient care.
• Communication Handling: Answer phones, respond to inquiries, and provide assistance to patients and visitors in a professional and courteous manner.
• Postal Mailings: Manage postal mailings, including sorting, distributing, and processing incoming and outgoing mail.
• Drug Testing: Perform drug testing procedures throughout the day as required, maintaining accuracy and confidentiality.
• Paperwork Processing: Process and monitor outgoing paperwork for upcoming projects, ensuring timely completion and accuracy.
• Inventory Management: Keep stock of basic office supplies and exam forms, replenishing supplies as needed to support clinic operations.
• Communication Management: Send faxes and emails as required, ensuring prompt and accurate delivery of information.
• File Management: File patient exams into corresponding files, maintaining organized and easily accessible records.
• Data Entry: Enter DOT physical results into the federal database and perform occasional data entry duties as needed.
• Document Compilation: Compile all ancillary testing results for pending patient files and process them for physician assistant review.
• Facility Maintenance: Maintain a clean and organized waiting room and patient care areas, ensuring a welcoming and comfortable environment for patients.
• Staffing Coordination: Ensure adequate staffing per week for in-office clinic operations, coordinating schedules to meet patient demand.
• Follow-Up Procedures: Print follow-up forms received via fax and email, facilitating timely patient follow-up.
• Appointment Scheduling: Schedule patient appointments according to doctor and lab technician availability, optimizing clinic efficiency.
• Patient Intake Support: Explain intake forms to new and existing patients, addressing any questions or concerns to facilitate smooth intake processes.
• Billing Support: Ensure billing encounter forms are filled out completely and placed in the billing binder, supporting accurate and timely billing processes.

OnCall Drug and Alcohol Testing

• All full time staff members are required (once adequately trained) to assist with the oncall schedule coverage. This is an overnight service for which we provide D&A services for afterhours accidents, etc. These typically take 90 mins to complete and happen infrequently, but still need coverage.

Qualifications:

• High school diploma or equivalent required; associate's degree or higher preferred.
• Prior experience in a medical office or similar administrative role preferred.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in computer applications such as MS Office and electronic medical record systems.
• Attention to detail and ability to maintain confidentiality.
• Ability to work effectively in a fast-paced environment.

Join our team and contribute to providing high-quality healthcare services to our patients while enjoying a supportive and collaborative work environment.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 – 45 per week

Benefits:

• 401(k)
• Paid time off

Schedule:

• 8 hour shift

Ability to Relocate:

• Buffalo, NY 14221: Relocate before starting work (Required)

Work Location: In person