Front Office Receptionist

Job Description

POSITION SUMMARY:
The Front Office Receptionist represents the first point of contact for the clients of Outback Strong. They
perform essential front desk administrative duties including answering phone calls, greeting clients, scheduling
clients and various administrative needs of the providers.

MINIMUM QUALIFICATIONS:

1. Education: High school diploma or equivalent required. Some college preferred.
2. Licensure/Certification: Valid Oregon Driver’s license with a clean driving record for the past three years. Must pass all criminal history check requirements as required by ORS 443.004. Have or obtain CPR/BLS certification. Must be willing to apply for QMHA status through MHACBO within 60 days of hire.
3. Experience: Any medical office and/or physician clinic experience preferred, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the essential functions of the job.
4. Job Knowledge: Demonstrate the competency necessary to use an electronic health/medical record system. Must become efficient and knowledgeable in all phases of mental health and Outback Strong policies, rules and regulations. EHR systems experience preferred. Microsoft Office Suite experience required.
5. Skills: Must have the necessary skills to coordinate schedules across multiple providers. Must have the ability to communicate effectively, verbally and in writing. Ability to prepare concise and complete reports. Flexibility and ability to work effectively with youth, families, adults, community partners and the public. Must be computer literate.
6. Expected Hours of Work: Hours of typical operation are M-F, 8:00am – 5:00pm. Must be able to work a flexible schedule, as needed.
7. Personal Protective Equipment (PPE):Must be able and willing to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.
8. Supervisory Responsibility: This position does not directly supervise staff.
9. Travel: Travel (using a company vehicle) occasionally required for this position.

ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions of this position.

1. Monitor Oregon Health Plan (OHP) client insurance daily.
2. Collect fees from clients. Apply payments to client accounts as needed. Accounts payable and accounts
   receivable reconciliation.
3. Keep personnel and client files up to date and code, including filing and records requests. Maintains
   compliance with release of information regarding clients.
4. Communicate scheduling issues or changes with the director, clinical supervisor, clinicians, and clients.
   Communicate with clients and clinicians about availability. Communicate with clients’ PCPs when the
   need to send or request information is present. Contact pharmacy concerning client medications if
   needed.
5. Assists with the administrative needs of providers such as making copies, assist with curriculum
   preparation for groups, write letters to clients, scan documents, etc.
6. Assist clients with intake/admission process. Input client data and maintain client database.
7. Provide back-up support to other personnel as workload and staffing levels dictate. This position will
   provide back up to billing services, front desk coverage, new client enrollment, and general office
   support as needed.
8. Other duties as assigned: the essential functions outline the primary duties performed by this position, however,
   other related work assignments may be added, removed, or changed by management.

CORE COMPETENCIES
Service Focus: Values and delivers high quality, professional, responsive, and innovative services.
– Legal Obligation: Adhere to Federal and State laws and agency regulations regarding the treatment of
individuals who have substance use and mental health disorders.
– Diversity and Inclusion: Equality is a core value at Outback Strong. We strive to create workplaces
that reflect the community we serve and where the inherent worth and dignity of all people are
recognized. We promote involvement in the community and empowerment for our clients. We value the
talents of our community members as well as show respect for their beliefs, backgrounds, and ways of
living.
– Communication/Interpersonal skills: Communication in any form must be sufficient to exchange and
convey information, to receive work direction and to create a positive flow of job responsibilities or
assignments. Employee must demonstrate effective verbal and written communication, including body
language and interpersonal skills that promote the best interest of the client through positive interactions
with co-workers, supervisors, patients/clients, families, physicians, etc.
– Learning: Must be able to learn and navigate various medical software programs and technologies
successfully. Use efficient learning techniques to acquire and apply new knowledge and skills, use of
training, feedback, or other opportunities for learning and development. Maintain proficiency by
attending trainings and meetings, reading materials, and meeting with others in areas of responsibility.
– Listening: Receive, attend to, interpret, and respond to verbal messages and other cues such as body
language in ways that are appropriate to others and the situation.
– Reasoning: Be able to identify rules, principles, or relationships that explain facts, data, or other
information. Analyze information and make correct inferences or draw accurate conclusions.
– Decision Making/Judgement: Make sound, well-informed and objective decisions, while
understanding the impact and implications of such decisions. Commit to actions that accomplishes the
goals of the organization.
– Documentation: Able to use the electronic health record (EHR) of the organization to document client
progress, assist with safety planning, care plans, and assessments. Properly document services rendered.
– Time Management: Can use one’s own time effectively and productively.
– Stress Management: Able to practice effective coping skills for dealing with psychological stressors
and maintain composure during challenging situations.
– Teamwork: Encourages and facilitates cooperation, pride, trust, and group identity while fostering an
attitude of commitment and team spirit. Works well with others to achieve goals that are in alignment
with the mission, vision, and values of Outback Strong.
– Ethics: Adhere to the Code of Ethics that govern your field of practice. We follow the ACA (American
Counseling Association) Code of Ethics for mental health clinicians and the NAADAC (National
Association for Alcoholism and Drug Abuse Counselors) code of ethics for substance abuse clinicians.
– Performance Improvement: Responsible for adhering to facility and departmental policies,
procedures, quality practices, and current practice of government rules and regulations. Ensures services
performed are of the best quality and carried out in an expeditious, positive, and accurate manner.
– HIPAA Compliance: The Health Insurance Portability and Accountability Act of 1996 (HIPPA) is a
federal law which, in part, protects the privacy of individually identifiable patient information, provides
for the electronic and physical security of health and patient medical information. Patient information of
any kind must be kept confidential. Confidentiality and compliance with HIPAA, Federal
Confidentiality Regulations (42 CFR Part 2), and State Confidentiality Regulations as specified in ORS
179.505 and 192.518 through 192.530 must be followed.

WORK ENVIRONMENT/PHSYCIAL DEMANDS/LIMITATIONS/HAZARDS (ADA):
1)   Regularly required to use office automation including computer and phone system that requires fine
manipulation, grasping, typing, and reaching mobility required.
2)      Manual dexterity and coordination are required over 50% of the work period while operating equipment
such as a computer keyboard, calculator, and standard office equipment.
3)      Frequently or occasionally required to sit, squat when adjusting equipment or retrieving items, stand,
walk, bend, kneel, stoop, reach with hands and arms, and manipulate objects.
4)      Duties involve moving materials weighing up to 10 pounds on a regular basis such as books, office
equipment, etc. and may infrequently require moving materials weighing up to 25 pounds.
5)      Specific vision abilities required by this position include close vision, peripheral vision, distance vision,
and the ability to adjust focus.

PERFORMANCE IMPROVEMENT
Employee is responsible for adhering to facility and departmental policies, procedures, quality practices, and
current practice of government rule and regulations. Ensures services performed are of the best quality and
carried out in an expeditious, positive, and accurate manner.

PROFESSIONAL DEVELOPMENT
Employee is responsible to maintain and continue professional development associated with current position
through attending facility required/offered educational in-service classes. Employee is responsible for
providing to the Human Resources Department for personnel files, any certificates associated with attendance
of seminars/professional development classes or in-service programs. If professional license/certification is
required, employee is responsible for timely renewal and providing copies of licensure/certification to Human
Resources Department for maintenance of personnel file.

WORKPLACE CONTRIBUTIONS
Volunteers or, through mutual agreement, accepts assignment that contributes to facility or workplace
improvement which reflects Outback Strong’s mission statement. Due to time involvement, activity may
require approval of immediate supervisor.

COMMUNITY ACTIVITIES
When an employee participates in community activities, the employee shall consciously and with integrity
represent self in a professional, positive manner, adhering to HIPAA policies and be mindful that the public
may associate their presence or participation with their employment or profession. Employee may occasionally
be requested by management, or the employee may choose to volunteer in community activities which may or
may not be directly related to Outback Strong.

GOALS (Mutually Established)
Goals and objectives shall consist of department goals, facility goals and personal professional goals, related to
current position/duties. Goals and objectives consistent with the facility mission will be mutually developed
with immediate supervisor/manager.