Clinic Receptionist

About the Role

The Patient Services Representative (PSR) is the first point of contact for patients and their families, addressing needs and concerns with excellent customer service over the phone and in person. The PSR must follow all Allegro Pediatrics policies and procedures, maintain a positive attitude, and foster positive working relationships with staff, managers, directors, and providers. PSR positions are full-time, consisting of four 10-hour shifts, and require availability at any of Allegro's Eastside Clinics for coverage.

Key Responsibilities

• Answer phones and schedule appointments using the current Practice Management system.
• Verify demographics and check patients in/out when in clinic, using the current Practice Management system.
• Troubleshoot issues with appointments or general account questions.
• Maintain a working understanding of policies and procedures for scheduling and assisting families.
• Verify and scan patient insurance, Consent for Care, Financial Responsibility, and HIPAA forms.
• Collect and post co-pays on accounts.
• Ability to work at any/all Allegro Pediatrics clinics as needed for adequate coverage.
• Maintain a working knowledge of office equipment including: phones, computers, printers, credit card machines, fax machines, copiers, and scanners.
• Process medical record releases using current protocol.
• Process, distribute, and scan correspondence and reports received via mail, shuttle, and fax.
• Process incoming forms including: camp physical forms, authorization for medication forms, and sports physical forms.
• Take messages for physicians/nurses.
• Assist with projects in front office, medical records, and back office.
• Maintain and protect patient and corporate confidentiality (HIPAA).
• Maintain updated knowledge of all workflow and process changes.
• Keep current on all company email and Teams communications.
• Complete all mandatory trainings satisfactorily.
• Other duties as assigned.

Requirements & Tech Stack

• Proficient in computer navigation, task management, and working with multiple software programs simultaneously.
• Previous customer service experience.
• Maintain a good attendance record.
• Excellent customer service skills with a positive attitude.
• Ability to work independently and as part of a team.
• Excellent interpersonal/people skills.
• Strong organizational/multi-tasking skills.
• Enjoy working in a fast-paced, patient-focused environment with ongoing changes.
• Must have reliable transportation and be willing to travel to all clinics as staffing needs change.
• Must be 18 years of age or older.

Pre-Employment Requirements

• Background check.
• Drug testing in compliance with Washington State Bill 5123.
• Vaccination status for all new hires, including current COVID vaccine annually (or as newly released).
• Required flu immunizations at time of hire (or as newly released).
• Various other immunization requirements to be discussed during the interview.
• Employees are required to wear a surgical, KN95, or N95 mask at all times while in clinic and patient-facing.

Education

• High School/GED diploma or higher.

Schedule

• Full-time: Four 10-hour shifts per week, 40 hours per week.
• Wednesday is typically off.
• Schedules are built out 2 months in advance.
• Employees are required to work one weekend day per month and one holiday per year.
• Weekend and holiday shifts include additional compensation differentials.

Benefits

Full-Time (working 24+ hours weekly):

• Bi-weekly payroll.
• Overtime after 40 hours a week.
• Medical, dental, and vision insurance.
• Employer-paid life and AD&D insurance.
• Employer-paid Employee Assistance Program (EAP).
• Paid Time Off (PTO).
• 401(k) Plan with employer matching.
• Anniversary bonus.
• Annual performance review bonus.
• License renewals reimbursement.
• Birthday/anniversary recognition.

Part-Time (Less Than 24 Hours Weekly):

• Bi-weekly payroll.
• Overtime after 40 hours a week.
• Employer-paid Employee Assistance Program (EAP).
• Paid Time Off (PTO).
• 401(k) Plan.
• Anniversary bonus.
• Annual performance review bonus.
• License renewals reimbursement.
• Birthday/anniversary recognition.

Work Environment/Physical Demands

• Employee regularly works in an office/clinic setting.
• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of standing, walking, and bending.
• Must be able to lift up to 15 pounds at times.
• Must be able to read, write, speak, and understand English and communicate effectively.