Front Desk Medical Receptionist

About the Role

Join our team as a Front Desk Medical Receptionist and help make a difference in the lives of children, youth, and families. At Northern Children’s Services (Northern), every role contributes to achieving our mission and vision: empowering every child and youth to transform themselves, regardless of background or life situation. This position handles all agency incoming calls and interfaces with the general community, initiating referrals, creating client profiles in the EHR system, and maintaining the appointment schedule for agency physicians and clinical staff.

Why Choose Us?

• Leadership Opportunity
• Supportive Environment
• Empowerment and Progress
• Effective Communication
• Empowerment Through Planning
• Continuous Monitoring and Progress
• Documentation Excellence
• Networking and Collaboration

Responsibilities

• Greet clients, visitors, and vendors, and provide direction in a friendly and professional manner.
• Collect and update patient information, including medical history and insurance.
• Answer phones, screen, and route all incoming calls as appropriate.
• Scan incoming documents into EHR system and route to the proper person.
• Retrieve incoming faxes and distribute to the designated person.
• Collect all incoming mail for distribution and stamp all outgoing mail.
• Fax and upload documents within our EHR software.
• Schedule initial and follow-up appointments with prospective consumers.
• Contact consumers to ensure they attend scheduled appointments.
• Clearly and effectively communicate pertinent consumer information to responsible parties.
• Contact pharmacies as needed.
• Request consumer medical information from hospitals as needed.
• Inform the clinician/assessor immediately of any crisis situations.
• Establish an initial chart/profile regarding program enrollment, authorization, and consent.
• Upload consumer medical information, including blood work, prior authorization, and medication consents.
• Input appropriate intake data into the EHR System.
• Retrieve and submit medical records to requestors.

Requirements

• Strong verbal and written communication skills.
• Medical experience is a must.
• Interpersonal skills to create a pleasant experience by being personable and attentive.
• Familiarity with medical terminology and procedures is a plus.
• Organization skills to keep accurate records and find important information quickly.
• Time management skills to prioritize and complete a wide variety of tasks.
• Ability to develop a clinical knowledge base and learn core solutions.
• Patience and listening skills to respond appropriately and interact positively with consumers.
• Knowledge of electronic health records and scheduling software is required.
• Proficient with Microsoft Word, Excel, and Outlook.
• Excellent organizational, problem-solving, and interpersonal skills.
• Ability to prioritize and meet multiple deadlines.
• Bilingual (Spanish) is a plus.

Qualifications

• Minimum requirement is a high school diploma; an Associate degree is preferred.

Physical Capabilities & Work Environment

• Ability to walk up and down stairs.
• Ability to operate a calculator and computer.
• Current valid driver’s license.

Trauma-Informed Approach

Northern Children’s Services is committed to fostering a therapeutic environment rooted in safety, nonviolence, and resilience. Our policies are guided by trauma-informed principles, ensuring a supportive and healing atmosphere for clients and staff.

• Emotional intelligence: Respond with empathy and awareness, even in difficult situations.
• Communicate effectively: Listen actively, ask clarifying questions, and avoid judgmental language.
• Understand trauma’s impact: Be aware that clients or colleagues may react based on past experiences, not just the present moment.
• Apply person-first, strengths-based language: Focus on people’s strengths and abilities rather than defining them by their challenges (e.g., saying "a person experiencing homelessness" instead of "a homeless person").

Benefits

• Comprehensive health, dental, and vision insurance for full-time employees.
• Life Insurance/AD&D and LTD: $20,000 life insurance policy through Mutual of Omaha Company at no cost, plus LTD coverage and AD&D insurance.
• Self-funded insurance plans including accident insurance, cancer insurance, life insurance, critical illness coverage, and short-term disability insurance.
• 401(k) Retirement Plan with a generous matching contribution after one year of employment.
• Generous paid time off or sick leave.
• Employee Assistance Program (EAP) offering confidential referral and counseling services for stress management, legal and financial concerns, depression, and substance abuse.
• Self-funded legal services for various legal matters.