Receptionist - Mental Health

POSITION DESCRIPTION

Title: Receptionist – Mental Health
Schedule: Monday – Friday
Location: Dupont
Classification: Non-Exempt, full time
Salary Range: $20.57 - $26.74 per hour
Review Date: February 8, 2023

Position Summary:

Ensures the efficient and effective operations of the clinic’s front office lobby. Operates multi-line telephone system to answer incoming calls and greets visitors; creates a welcoming environment and directs callers, clients, and visitors to appropriate personnel. Maintains professionalism in all interactions with internal and external customers. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, values of CIT and of the HHS department.

Employee will have a home base to work from, however, travel between the Dupont and Tukwila offices could be required based on program needs.

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered for hiring, please note this on your cover letter and/or resume***

Essential Job Duties and Responsibilities:

• Answers incoming telephone calls, determines purpose of call, and forwards calls to appropriate personnel or department.
• Checks in arriving clients for intake/assessment in an efficient manner and notifies staff of patient arrival; verifies insurance information; collects fees and payments; directs clients to appropriate locations for services requested; processes new referrals.
• Maintains accurate client information in system; updates benefits, address or other client information as needed.
• Schedules and updates appointments as requested; places appointment reminder calls; migrates schedule to alternate counselors.
• Manages therapy rooms and conference room reservations.
• Reinforces a positive guest experience by providing a welcoming and therapeutic front lobby.
• Maintains cleanliness of lobby, therapy and conference rooms; ensures appropriate stock of supplies.
• Takes and delivers messages or transfers call to voicemail when personnel are unavailable; retrieves messages from voicemail and forwards to appropriate personnel.
• Monitors access to building by visitors and delivery persons, checking in arriving visitors and issuing a visitor identification badge, directing visitors to the appropriate locations for meetings or business contact.
• Provides program information and ambassadorship to community members and guests
• Receives, sorts, and routes mail, shipments and packages.
• Completes annual client updates.
• Provides backup support to the Referral Coordinator.
• Distributes bus passes, gas cards, or traditional medicines as needed.
• Maintains phone system, fax machines, and other office equipment calling on repairs as needed.
• Sends fax, and retrieves, logs and distributes incoming faxes.
• Orders, receives, and maintains office supplies as needed.
• Creates and prints, memos, correspondence, reports, and other documents when necessary.
• Makes coffee and prepares refreshments as requested.
• Participates in staff meetings as needed.
• Adapts to changes in safety protocols and procedures.
• Collaborates with other administrative staff to maintain efficient and streamlined processes.
• Completes Information Security System Awareness (ISSA) trainings as required.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of basic medical terminology preferred.
• Knowledge of patient registration and healthcare front office preferred.
• Knowledge of policies and procedures related to HIPAA, Medicare, Medicaid and insurance programs.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment.
• Skill in treating internal and external customers with tact, courtesy, and respect.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgment.

Minimum Qualifications:

• High School Diploma/GED.
• One year experience working with the public.
• Valid driver’s license is required when driving vehicles for work-related purposes.

Requirements:

• Must submit to and pass a criminal background check and drug screen.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.
• This position requires qualified applicants to be fully vaccinated including COVID-19 vaccines on their first day of employment.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 20lbs. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is generally performed in an office/clinical setting with a moderate noise level. Employee may be exposed to unpleasant odors, bodily fluids, blood borne pathogens and infectious disease. Situations occur where PPE (personal protective equipment) is needed. Evening and/or weekend work may be required. May come in contact with hostile, violent or offensive individuals. Tight time constraints and multiple demands are common.

The Cowlitz Indian Tribe is an Equal Opportunity Employer, and a Drug & Alcohol-Free workplace.

Except as provided by Title 25 CFR, Section 472 which allows for Indian preference in hiring, the Cowlitz Indian Tribe does not discriminate on the basis of race, color, creed, age, sex, national origin, physical handicap, marital status, politics, or membership or non-membership in an employee organization.