Occupational Health Front Desk Specialist

VIVA USA Inc; Palo Alto (CA); On-site; USD 42,000 - 54,000; Part time

Job summary

VIVA USA Inc. seeks an experienced temporary Medical Receptionist/Assistant to staff the front desk for our Occupational Health Center and EH&S group. The role focuses on front-office duties with potential for clinical tasks for qualified candidates.

You will be the first contact for patients, vendors, and visitors, coordinating with the clinical team upstairs. The position supports OSHA-mandated surveillance programs and workers’ compensation care in a fast-paced environment.

Qualifications

• Associate degree and 2+ years of medical front office or reception experience, or an equivalent combination of education and experience.
• EHR and scheduling software experience; proficiency in Microsoft Outlook and Excel, and Adobe Acrobat.
• Strong phone skills and ability to multitask in a busy environment.
• Ability to handle confidential information and apply HIPAA training in all interactions.
• Basic medical terminology and understanding of universal precautions.
• Ability to follow SOPs and work with minimal supervision.
• Demonstrated commitment to safety and clear communication.

Responsibilities

• Directly greet and check in/out patients; verify demographics and contact information.
• Coordinate with second-floor clinic staff and assist mobility-impaired patients to access services.
• Answer multi-line calls and emails; schedule and reschedule appointments; manage referrals and records in the EHR.
• Enter claim numbers, injury dates, and adjuster details into patient records.
• Support workers' compensation coordination using templates and communicate with adjusters as needed.
• Coordinate interpreter services for Spanish-speaking patients when qualified.
• Order office and clinic supplies and assist with opening/closing duties.

Skills

Medical front office

Phone skills

HIPAA training

Microsoft Office

English communication

Multitasking

Team collaboration

Education

Associate degree

Medical Assistant certification (preferred)

Tools

EHR systems

Outlook

Excel

Adobe Acrobat

Job description

VIVA USA Inc. seeks an experienced temporary Medical Receptionist/Assistant to staff the front desk for our Occupational Health Center and EH&S group. The role focuses on front-office duties with potential for clinical tasks for qualified candidates.

You will be the first contact for patients, vendors, and visitors, coordinating with the clinical team upstairs. The position supports OSHA-mandated surveillance programs and workers’ compensation care in a fast-paced environment.