Lead Clinical Receptionist (95337BR)

Yale University; New Haven (CT); On-site; USD 45,000 - 60,000; Full time

Job summary

Yale University is seeking a Lead Clinical Receptionist to oversee clinical administration for Yale Medicine. This role involves managing a team of receptionists, streamlining operations, and ensuring exceptional patient experiences. The ideal candidate has a strong background in healthcare administration, solid leadership skills, and proven experience with patient scheduling in a medical environment.

Qualifications

• Eight years of related work experience, six in the same job family.
• Two years of related work experience and a Bachelor's Degree is acceptable.
• Proven experience in medical office scheduling and exceptional customer service.

Responsibilities

• Oversee and coordinate day-to-day clinical operations.
• Direct daily office operations and manage calendars.
• Composes and coordinates substantive communications.

Skills

Exceptional customer service skills

Strong leadership capability

Strong oral and written communication skills

Strong administrative and organizational skills

Ability to coordinate multiple tasks

Education

High school level education

Associate's Degree

Bachelor's Degree

Tools

EPIC

MS Excel

Job description

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Work Week

Standard (M-F equal number of hours per day)

University Job Title

Senior Administrative Assistant 2

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade E

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, Clinical

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Medical School Campus

Worksite Address

800 Howard Avenue

New Haven, CT 06519

Work Model

On-site

Position Focus

Reporting to the YMA Practice Manager, Yale Medicine Administration, provide administrative leadership to the Clinical Receptionists of the Yale Medicine Administration in multiple practices within the Yale Physicians Building. Assist in the development of policies and procedures to ensure a consistent patient experience on all ambulatory floors. Oversee and coordinate day-to-day clinical operations to ensure efficient patient and staff workflow. Exercise independent judgment and initiative and act as a resource for Clinical Receptionists.

Essential Duties

• Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.
  
  

Required Education And Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Required Skill/Ability 1

Proven experience working in a medical office scheduling patient appointments using EPIC. Exceptional customer service skills. Ability to coordinate multiple tasks in a fast-paced medical office with a calm and pleasant personality. Strong leadership capability. Ability to facilitate change and provide direction. Accomplished problem solver.

Required Skill/Ability 2

Highly motivated team player with strong oral and written communication skills. Ability to communicate effectively with patients, visitors, peers and clinical staff. Strong administrative and organizational skills. Strong computer skills.

Required Skill/Ability 3

Ability to work independently or in a team. Ability to exercise good judgment, multi-task and balance multiple priorities. Flexible and willing to learn new procedures and processes.

Required Skill/Ability 4

Demonstrated record of attendance, reliability and dependability. Professional demeanor and attire. Ability to connect internal and external customers with appropriate resources. Ability to listen, ask questions, gain clarification and recognize and triage patient situations and emergencies.

Required Skill/Ability 5

Ability to solve and resolve problems collaboratively and independently utilizing critical thinking skills.

Preferred Education, Experience And Skills

Proven experience with MS Excel.

Drug Screen

No

Health Screening

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Care Worker

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air. HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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