Medical Receptionist

Statement of Purpose

The Receptionist serves as the first point of contact for clients, visitors, and staff, ensuring a welcoming, professional, and secure environment. This role provides front office coverage, manages incoming/outgoing communications, and performs administrative support functions in alignment with program needs, organizational policies, and confidentiality standards.

Major Tasks, Duties and Responsibilities

• Greet visitors and clients in a professional and courteous manner; determine needs and direct appropriately
• Ensure only authorized individuals access the facility in accordance with safety protocols
• Maintain a clean, organized, and welcoming reception and waiting area
• Manage lobby postings, brochures, and informational materials
• Answer, screen, and route incoming calls accurately and efficiently with a positive customer-service attitude; May schedule programmatic appointments as needed including managing program calendars
• May support program census including insurance eligibility, intake scheduling, documentation upload, etc.
• Take clear, complete messages and ensure timely delivery
• Make overhead pages or notifications when required
• Communicate effectively with internal and external stakeholders
• If assigned to treatment program, may perform toxicology testing, assist in charting relevant information
• Receive, sort, and distribute incoming mail, faxes, and packages and manage outgoing mail/delivery
• Maintain appropriate handling and tracking of documents
• Perform data entry, document preparation, and general clerical tasks
• Support staff and departments with administrative needs as assigned
• May order, track, and maintain inventory of office supplies and forms
• Maintain professional boundaries and standards. Treat clients with respect, care and concern. Comply with confidentiality requirements at all times. Maintain health and safety standards of facility.
• Adhere to BHS health, safety, and operational procedures
• Maintain working knowledge of applicable regulations and policies
• Collaborate effectively with team members and other departments
• Participate in meetings, trainings, and committees as assigned
• Other duties as assigned

Receptionist Competencies and Performance Expectations

All Receptionists are expected to hold the below competencies:

• Ability to complete the above major tasks, duties and responsibilities
• Ability to demonstrate professional judgment and decision-making, including ability to recognize and seek out supervision and/or consultation when required
• Ability to utilize office systems and equipment including computers, phones, timekeeping platforms, fax, copy, etc.
• Ability to identify and respond appropriately to a crisis within scope of practice including but not limited to overdose, behavioral challenges, contraband protocol, emergency codes, etc.
• Ability to recognize personal biases within diverse populations. Maintain cultural sensitivity at all times.
• Ability to demonstrate appropriate customer service and interpersonal skills, communication (verbal and written), organization and attention to detail, multitasking and time management, adaptability and learning agility.
• Ability to adhere to professional standards

Minimum Qualifications

The following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.

Minimum of high school diploma or equivalency. High School Diploma or educational/experience equivalent required. Minimum one (1) year of front office, receptionist, or administrative experience preferred.

Strong communication, organizational, and recordkeeping skills required.

Ability to operate required computer programs for position, including but not limited to Microsoft Office Suite, electronic timekeeping system, electronic learning management system, upon hire or demonstrated competency developed within 90 days of employment.

Experience in healthcare, behavioral health, or social services settings, knowledge of medical or behavioral health terminology, Bilingual (English/Spanish) strongly preferred.

Must have valid California driver’s license and liability insurance if driving a personal or company vehicle on BHS business.

Vision, hearing, manual dexterity, and eye-hand coordination must be adequate for the performance of job duties. Able to sit at a desk, use a keyboard, write and physically perform other job duties. Able to move about the facility to observe clients and staff. Complete annual TB, maintain in good standing.