Job Description

SUMMARY

Under the direction of the Clinic Manager and Executive Director the Bilingual Receptionist greets patients, donors, vendors, and customers of the Waukesha Free Clinic. The part-time Bilingual Receptionist will work closely with the full-time Bilingual Receptionist and other clinic staff. The Bilingual Receptionist oversees reception tasks including phone communications with patients, medical providers, and donors. This role helps to move the clinic forward in achieving effective and efficient administrative and clinical capacity. The Bilingual Receptionist may also provide interpretation services to clients during office hours, and for medical clinics, by mutual agreement.

MAJOR RESPONSIBILITIES

1.      CLIENT SERVICES

·         Conduct patient eligibility screening according to WFC guidelines

·         Provide information to clients about WFC policies, procedures, and services

·         Assist clients in filling out registration forms and other paperwork

·         Schedule client appointments and refer clients to program staff as needed

·         Confirm appointments with patients and volunteers prior to clinics

·         Refer patients to other community resources as appropriate

2.      CLERICAL/RECEPTIONIST

·         Handle incoming telephone calls and route them to appropriate staff

·         Prepare and file patient charts; update as needed or directed

·         Pull charts and organize needed paperwork prior to each clinic

·         Conduct other basic clerical tasks as directed

·         Opens and routes incoming mail; prepares outgoing mail

·         Assists with filing

·         Assist with creation, revision and updates of forms, policies and procedures

·         Assist nurses to appropriate staff clinics with needed volunteers

·         Act as back-up receptionist for clinic sessions

·         Coordinate and oversee telehealth appointments by assisting patients and providers with using technology

3.      INTERPRETATION/TRANSLATION

·         Provide Spanish interpretation/translation services to WFC clients during office hours and clinics

·         Translate clinic documents & materials to Spanish as needed

4.      OTHER

·         Prepare patient records requests

·         Assist with data entry as needed

·         Other duties as assigned by the Clinic Manager and Executive Director

GENERAL SKILLS AND FUNCTIONAL ATTITUDES

1.      MISSION: Focus on the big picture; act in congruence with agency purpose and long-range plans; exhibit a service attitude.

2.      INITIATIVE/INNOVATION: Take independent action when appropriate; recognize and act on opportunities; engage in creative problem solving.

3.      TEAMWORK/COLLABORATION: Work effectively with staff and colleagues to solve problems, resolve conflicts, and/or accomplish tasks. Utilize chain of command when necessary.

4.      COMMUNICATION: Express ideas clearly; listen to staff and clients; interact with others in a helpful and informative manner; keep people informed in a timely manner. Maintain confidentiality.

5.      JOB KNOWLEDGE: Keep current on new developments in profession; continually develop job skills and knowledge.

6.      QUALITY: Show attention to detail, accuracy, completeness, and follow-through in work; seek out feedback and constructive criticism; implement quality standards;

7.      PRODUCTIVITY: Manage time efficiently and complete sufficient volume of work.

8.      ORGANIZATION: Organize information and resources so that they are easily accessed by other staff; maintain a professional, clean, and organized work area; prioritize tasks.

9.      PLANNING: Identify and evaluate problems; analyze options; establish strategies and contingency plan(s) to meet goals.

10.  INTERPERSONAL SKILLS: Negotiate diplomatically; identify and seek to resolve conflict; find equitable solutions. Able to successfully manage patient resistance and gain cooperation.

SPECIALIZED KNOWLEDGE AND EXPERIENCE

1.      Experience and understanding of community-based services; awareness of community resources

2.      Experience working with low-income and minority populations

3.      Fluent in Spanish

4.      Familiarity with office functions (i.e. scheduling, billing, record keeping, etc.)

5.      Familiarity with basic computer functions (i.e. excel spreadsheets, word documents, etc.)

ORGANIZATIONAL RELATIONSHIPS

The Bilingual Receptionist reports directly to the Clinic Manager. Although staff frequently work together as a team to provide services, any major requests for assistance should be routed through the Clinic Manager or Executive Director when appropriate.

TYPICAL PHYSICAL DEMANDS

Prolonged sitting or standing is frequently required. These physical movements and the degree of mobility, manual dexterity and hand-eye coordination normally associated with the practice of medicine will be performed on a repetitive basis. The ability to distinguish letters and symbols, as well as the ability to use telephone, computer terminals, and copiers is required. Work under stressful conditions as well as irregular hours may be required.  Frequent exposure to communicable diseases, body fluids, toxic substances, medicinal preparations, and other conditions common to a clinical environment may be encountered.