Receptionist/Team Assistant - Mobile Health Program

Job Description

Job Description

At Virginia Garcia Memorial Health Center, we welcome diversity; we encourage, uplift, and are honored to serve people who have been historically underrepresented and underserved.

Our mission is to provide high-quality, culturally appropriate healthcare to low-income residents of Washington and Yamhill Counties, with a special emphasis on seasonal and migrant farm workers and others with barriers to receiving healthcare.

We strive to provide an inclusive environment that welcomes and values the diversity of the people we employ and serve. If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Starting Rate : $23.7252 / hr + DOE

Schedule : Monday-Friday 8 : 00am-5 : 00pm

Job Summary :

The Mobile Receptionist Team Assistant will be responsible for driving VG vehicles to various locations, setting up the mobile clinic at each site, assisting with patient flow, and ensuring the clinic operates smoothly on the road.

This role uniquely blends receptionist duties with the logistical management of a mobile healthcare unit.

Additionally, the Mobile Receptionist Team Assistant handles all duties related to checking patients in and out, establishing and updating patient demographics, preparing patient charts, and assisting with patient flow within the mobile clinic.

The position also involves answering and making phone calls, taking messages, scheduling appointments, and balancing daily collections.

Furthermore, the Mobile Receptionist Team Assistant manages medical records tasks. When the mobile health unit is not in operation, the Mobile OHA will support other VG clinics, school-based health centers, and participate in community outreach medical programs throughout the year.

Essential Duties and Responsibilities :

• Driving and Operating VG Vehicles :
• Safely drive VG vehicles to designated locations.
• Ensure the vehicles are properly maintained, clean, and stocked with office supplies.
• Perform pre-trip and post-trip vehicle inspections.
• Prepare Mobile Clinic for Operations : Ensure the mobile clinic is ready to receive patients at the start of each day by unlocking doors, turning on lights, and setting up sign-in sheets.
• Patient Check-In : Follow established procedures for patient check-ins, including obtaining consents, completing Annual Verification forms, verifying insurance, and entering Federal Poverty Level (FPL) status.
• Patient Information Management : Regularly update information on all registered patients and ensure proper documentation of insurance status to identify appropriate billing sources.
• Referral Management : Refer potentially eligible patients to Medicaid Eligibility workers and manage check-ins for internal referrals, including Behavioral Health, Mental Health, and other services.
• Chart Management : Set up charts for providers and create new patient charts as required.
• Patient Flow Coordination : Work closely with mobile care staff, lab, and pharmacy teams to coordinate patient flow within the mobile clinic.
• Policy Adherence : Demonstrate knowledge of and adhere to clinic policies and procedures regarding patient care, insurance processes, and new patient protocols.
• Administrative Support : Assist with processing mail, handling office deliveries, and managing faxes. Perform reminder calls and schedule intake appointments.
• Financial Responsibilities : Provide patient information and customer service related to charges, discounts, payments, and billing inquiries.
• Training and Support : Assist in training new Front Office staff as needed and maintain a clean, tidy, and orderly mobile clinic environment.
• End-of-Day Duties : Secure the mobile clinic at the end of the day, including locking the Front Office area and ensuring all entry points are secured.
• Meetings and Training : Participate in Front Office team meetings, contribute to meeting agendas, attend refresher trainings, and engage in coaching sessions as assigned.
• Issue Escalation : Escalate issues, concerns, or recommend workflow improvements as necessary.
• Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
• Valid driver’s license, reliable transportation, safe driving record and insurance coverage required.
• Perform other duties as assigned.

HIPAA Requirements :

The Receptionist Team Assistant Mobile Health Program has access to PHI to create and maintain an accurate and up-to-date health record.

Applying the minimum necessary standard of HIPAA, the designated record sets to which this employee will have access include all sections of the dental and medical record, patient demographic information in the practice management system, incoming records, reports, results, consultations, etc.

The position title should read the content of these records only to the extent needed to accomplish the assigned task (e.

g. filing or disclosure).

Knowledge, Skills, and Abilities Required :

• Language Proficiency : Fluency in both English and Spanish, with strong written and verbal communication skills in both languages.
• Cultural Sensitivity : Demonstrated sensitivity to inter-cultural issues and the ability to work effectively with diverse patient populations.
• Decision-Making : Ability to make independent decisions based on clinic protocols.
• Attention to Detail : High level of accuracy with numbers and data entry, essential for maintaining accurate patient records.
• De-escalation Skills : Ability to calmly and effectively manage and de-escalate tense or challenging situations with patients or the public.

Education and Experience Required :

• Educational Background : High School diploma or equivalent.
• Experience : At least one year of experience in reception work, public service, or in a healthcare / social service setting.
• Technical Skills : Previous computer experience is desirable.

Behavioral Competencies :

Accountability

Role model VG’s mission, vision, and shared values

Customer-Focus

Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork

If someone needs help, help them

Initiative

Be innovative, apply fresh ideas, and continuously improve how you do your work

Confidentiality

Maintain strict confidentiality and respect the privacy of others

Ethical

Demonstrate integrity, honesty, and stewardship in all encounters at work

Respect

Demonstrate consideration and appreciation for co-workers and patients

Communication

Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements :

• Sitting : up to 65%
• Standing : 10%
• Walking : 10%
• Bend, Reach, Stoop : 15%
• Use of Computer : up to 50%
• Ability to lift / carry up to 30 lbs.

Working Environment / Physical Hazards :

• Work in well-lighted, ventilated environment.
• Possible indirect exposure to blood borne pathogens; expected to observe infection control.
• Possible exposure to potentially hazardous chemicals.

Travel Requirements

• This position requires a significant amount of travel to various locations within the region. The Mobile Receptionist Team Assistant must be prepared for frequent travel, including driving and setting up the mobile clinic at different sites as needed.
• Valid driver’s license, reliable transportation, clean driving record, and insurance coverage required.

Equipment Used : Office equipment

Office equipment

Computer, printer, telephone, fax, copier, scanner

Immunization :

Staff members must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required.

They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges.

The policy applies not only to recruitment and hiring practices, but also includes affirmative action in placement, promotion, transfer, rate of pay, and termination.