Administrative Assistant/Front Office Team

Applications accepted and reviewed on a rolling basis until the position is filled.

About Us:

We are a growing midwifery and family healthcare clinic serving the Flathead Valley and beyond. We are looking for someone flexible, reliable, growth-minded and proactive to join our team. Experience in a medical office setting is preferred, but we'll consider candidates with other relevant experience.

This position is a full-time position with a schedule of Monday-Thursday 7:30am-6:30pm, with a 1hr unpaid lunch break. The clinic is closed for most major holidays and on weekends. Starting pay DOE, with opportunities for regular merit-based wage increases.

Job Purpose:

A Front Office Administrative Assistant is responsible for performing the administrative tasks necessary for the daily operations of the clinic. This position is typically the first point of contact for patients and outside entities, and thus is responsible for representing the clinic to the public. This position is directly responsible for numerous administrative aspects of patient care. This position is fundamental to maintaining the flow of patients and communication within the clinic and beyond.

Required Skills:

• Excellent written and verbal communication in English with an emphasis on compassionate directness
• Ability to maintain strict confidentiality
• Strong interpersonal skills and customer service skills
• Desire to treat people from all backgrounds and walks of life with dignity
• Passion for serving others
• Ability to quickly switch between multiple tasks
• Ability to stay calm, caring and professional in a fast-paced environment
• Attention to detail and ability to perform extensive data entry with >99% accuracy
• Ability to work independently and as part of a team unit
• Ability to take direction, integrate feedback and develop new skills
• Typing speed of at least 40 WPM
• Experience with social media and content creation preferred

Duties and Responsibilities May Include:

• Greeting visitors and checking patients in
• Collecting and updating patient information
• Safeguarding patient privacy in accordance with HIPAA and clinic policies
• Daily use of computers, scanners, printers, multi-line phone system, paging system, and other technologies
• Answering and handling a high volume of phone calls per clinic protocol
• Using excellent judgment and knowledge of current clinic protocol to send records, procedure orders, consult referrals, prescriptions, and other correspondence as directed by providers or as requested by other entities
• Verifying insurance and demographic information
• Creating invoices, taking payments and handling cash in accordance with current clinic protocol
• Prepare paperwork and clinical documents for upcoming appointments
• Utilize verbal and written communication to interact with clinic employees, patients, outside entities including hospitals, clinics, pharmacies, insurance companies and others to the extent necessary to complete the essential functions of the position
• Opening and/or closing duties
• Social media content creation, scheduling and management
• Other responsibilities as needed

Physical Requirements:

• Ability to sit or stand for prolonged periods of time over the course of an 8-10 hour shift in an indoor office environment
• Extensive typing and computer use is required
• Minimal walking and lifting of 25lb+ may be required in the course of carrying out the essential functions of the position

Heart and Hands is an equal opportunity employer and does not discriminate based on race, ethnicity, religion, creed, sexual orientation, gender identity, national origin, parental status, age, disability, genetic information, military service, or other non-merit-based factors. BIPOC, LGBTQ2IA+, and other minorities are encouraged to apply.

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance

Schedule:

• 10 hour shift
• Day shift
• No nights
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• Administrative Assistants & Receptionists: 2 years (Preferred)
• Customer service: 2 years (Preferred)

Work Location: In person