Gritman Medical Center

  • Office Staff I - Psychiatric Services

    Job ID
    # of Openings
    Gritman Medical Office Building
    Psychiatric Services
    3/4 Time
  • Overview

    Summary: Clinic Office Staff I personnel perform a variety of clerical and administrative tasks in accordance with clinic and hospital policies and protocols, as well as federal, state, and local regulations applicable to the clinic, including absolute confidentiality of all patient related information in compliance with HIPAA guidelines. This position is responsible for all aspects of patient registration, admitting, and clinic office related tasks outlined in the essential functions below. Additionally, this position is responsible for collecting and reconciling daily financial data related to the position and effective communication between healthcare providers, staff, patients, pharmacies, and other healthcare offices via oral and written communication and documentation. This position requires daily collaboration with all Gritman clinics, staff from other departments, and other healthcare offices to achieve success and support the values and the goals of the organization. The below Essential Functions are subject to change based on the organizational needs and to ensure with the ever-changing environment of healthcare.


    Required Skills
    Must have exceptional customer service skills, excellent written and verbal communication skills, positive attitude, and must support and demonstrate the Gritman Way values and behavioral standards. Must have the ability to work closely with others, have a pleasant attitude at all times and be willing to exceed the expectations of patients, visitors, other providers and coworkers. Must have great organizational skills and be able to prioritized tasks and responsibilities. Must be able to work and complete tasks with little supervision. Must have experience working with computers and have the ability to document and communicate via office systems. Some education and/or experience in Medical Office are preferred. On the job training is provided. 

    Valid driver’s license and auto insurance required or transportation means to drive from clinic to clinic in the event you are needed in another location.


    Medical Office Receptionist
    This person must provide high quality reception support and customer service to our patients, providers, and staff, in a caring and supportive manner. Performs opening and closing duties of office and maintains front office and waiting room throughout the day including ensuring office is free of safety hazards. Handles telephone communications, patient check-in and check-out, processes incoming documents (both paper and electronic), labels, categorizes, and routes documents according to office procedures and protocols. Uses office equipment such as computer, telephone, printers, facsimile, copier, scanner, label printers, coffee machine, water cooler, and other office supplies and equipment as needed.
    Patient Admitting
    Provides and collects appropriate paperwork and identification from patients according to clinic policies and procedures. Performs eligibility check for all patients and resolves eligibility issues with patients and insurance. Ensures accuracy and completeness of completed paperwork and accurately enters data and documents into the electronic medical record. Checks patients in and out for services at the clinic and ensures follow-up services or appointment reminders are set up as needed. Monitors waiting room and patients and assists in minimizing delays and communicating to patients and staff to resolve any concerns.
    Collecting Money, Reconciling, Daily Deposit & Report
    Collects co-pays as indicated by patient insurance company requirements. Collects outstanding balances from patient and provides copy of statement and directs billing questions to clinic billing representative. Prepares and processes daily deposit and reconciles money collected with system generated report. Compiles daily reports and forwards to Gritman Fiscal Services department. Immediately reports any financial discrepancies to team lead and Gritman Fiscal Services.
    Patient Scheduling
    Maintains provider office schedule. Schedules appointments according to scheduling guidelines and direction from team lead and director. Obtains necessary information to properly schedule patients and chooses correct time slots and documents reason for visit in appointment notes according to protocol. Contacts patients as needed to schedule appropriate follow-up.
    Medical Records
    Creates new patient electronic medical records as needed, ensuring that MR# matches hospital system. Gathers and inputs data and information to complete the medical record as needed. Works with other healthcare providers and offices to obtain needed medical records prior to visit (i.e. transfer of care, ER follow-up, and other follow-up visits when outside data is needed). Release medical records to patients or other healthcare providers as appropriate following local, state, and federal regulations and clinic policy.
    EHR Clinical In-box 
    Processes electronic documents both incoming and outgoing through electronic fax and clinical in-box in EHR. This includes, but is not limited to, processing and labeling incoming medical records, refill requests, consult notes, lab results, and other correspondence.
    Assist overall function of office by monitoring front office area and waiting room for safety, security, privacy, and/or patient concerns. Promptly contacts 9-1-1 for emergency situations. Promptly notifies appropriate staff and leadership in the event of an incident or complaint AND utilizes the online reporting system and/or EHR to document as per protocol. Relays necessary non-urgent information to team leads and/or director (i.e. office supplies needed, malfunction of equipment, etc.)


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