Office Specialist (Health Centers)

Cascadia Health; Portland (OR); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Generous Paid Time Off

Medical and Dental Coverage

VSP Vision Discount Plan

403(b) Retirement Plan with vesting

Flexible Spending Account (FSA)

Disability and Life Insurance

Bereavement and Jury Duty Leave

Length of Service Award

Voluntary Life Insurance

Student loan forgiveness options

Wellness Benefits: EAP, Bike to Work

Job summary

Cascadia Health is seeking an Office Specialist to join our Plaza Health Center in SE Portland, OR. This role involves front-desk duties, patient intake support, appointment scheduling, and coordinating with clinical teams to keep the health center running smoothly.

The position requires strong communication, proficiency with Microsoft Office, typing at 50 wpm, and adherence to HIPAA policies. CPR training is provided post-hire; this is a union-represented, full-time role.

Qualifications

• Two years of work experience in an office setting, facilities, insurance, and/or healthcare with customer service is preferred.
• Proficient verbal and written communication skills and ability to handle multiple tasks.
• Typing at least 50 words per minute and familiarity with standard office equipment.
• Knowledge of HIPAA and basic confidentiality principles.

Responsibilities

• Create and maintain a welcoming environment for clients and guests; assist clients with paperwork.
• Provide general office support with clerical tasks including answering/directing calls, mail, supplies, and fax transmissions.
• Enter enrollments and assist with program-related service logs in a timely manner.
• Verify insurance coverage, copy insurance cards, collect co-pays and issue receipts.
• Schedule client appointments and provide reminder calls; retrieve client information from intake databases.
• Manage waiting area and assist with clinical triage as needed.
• Assemble materials and maintain workspace to support workflow; run reports for program managers.

Skills

Verbal and written communication

Typing speed 50 wpm

Familiarity with office equipment

HIPAA knowledge

Tools

Microsoft Office Suite

Job description

Job Overview

Location/Schedule

This position is located at our Plaza Health Center in SE Portland, OR. The schedule for this position is Monday through Friday, 8:30 a.m. to 4:30 p.m.

Position

Office Specialist

Program

Health Centers

Cascadia’s Mission and Vision

Mission: Cascadia Health delivers whole health care – integrated mental health and addiction services, primary care, and housing – to promote hope and support the well-being of the communities we serve.

Vision: We envision a community where everyone benefits from whole health care, experiences well-being, and has a self-directed, connected life.

Position Description

The Office Specialist is responsible for providing administrative support to ensure efficient operations within the health center. This position plays a vital role in maintaining a welcoming environment for clients, staff, and visitors while ensuring smooth office functions. The Office Specialist assists with daily office tasks, manages communications, and coordinates with other departments to meet the needs of the health center.

Essential Responsibilities

• Create and maintain a welcoming environment for clients and guests; assist clients with paperwork.
• Provide general office support with a variety of clerical activities and related tasks including, but not limited to, answering and directing incoming calls, mail distribution, requisition of supplies, managing fax transmissions and other clerical duties.
• Enter “soft” enrollments except for certain program exemptions.
• In collaboration with program leadership, assure clinicians are submitting Service Logs, enrollments and terminations in a timely manner.
• Verify insurance coverage of clients, copy insurance cards, collect co-payments and issue receipts.
• Schedule client appointments and provide reminder calls to clients. Obtain information from the Central Intake database on first time clients.
• Manage the waiting room, including assessing need for Clinical Triage.
• Assemble clinical and administrative materials and maintain work area to support workflow needs.
• Run reports for Program Managers and assist with EHR management reports.
• Assist in crisis situations as appropriate, following emergency protocols/procedures and coordinating with the treatment team with interventions which support a trauma informed environment for clients and staff.
• Demonstrate responsibility for safety of clients and property; possess working knowledge of fire regulations and evacuation procedures.
• Adhere to mandatory abuse reporting laws and HIPAA requirements.
• Complete annual employee training requirements on a timely basis as indicated in the licensing requirements for the facility as well as agency requirements. Attend seminars, training and other educational opportunities in order to develop professional skills and abilities.
• Participate in all scheduled staff meetings, supervision sessions, and other departmental and agency meetings.
• Perform other duties as assigned.

Program Specific Responsibilities

• Scanning of incoming documentation from outside sources into electronic file.
• Send electronic Urinalysis reports to client’s files.
• Provide input on all relevant documentation and procedural requirements.

Qualifications

Experience

• Two years of work experience in an office setting, facilities, insurance, and/or healthcare experience providing customer service is preferred or a demonstrated ability to fulfill the requirements of the position.

Specialized Skills and Knowledge

• Proficient verbal and written communication skills.
• Type 50 words per minute.
• Familiarity with basic office equipment (i.e., fax machines, printers, copiers).
• Knowledge of Microsoft Office Suite (e.g., Word & Excel).

Other

• CPR Certification (training provided post-hire).

Working Conditions

Work is generally performed in a shared work environment with day time office hours. The clinical office setting includes the Front Desk and Reception areas, clinical record areas, and shared offices. Occasional overtime or evening work is required. Universal Precautions and remaining alert to the environment are critical to address the potential for violent behavior, exposure to disease, biohazards, noise and contaminants.

Mental Demands

The work assigned is diverse and involves addressing new and unusual circumstances in which outcomes may negatively affect costs, employee morale or clients. The work regularly involves a degree of unpredictability and disruption of planned tasks requiring a flexible time management approach.

Physical Demands

The Office Specialist must have the ability to assist the team in providing safety to all residents and staff in potentially volatile situations.

Cascadia is an Equal Opportunity Employer. If you need assistance or accommodation due to a disability, contact us at 503-963-7654.

This position is represented by a labor union.

Employees are responsible for obtaining and maintaining all licenses, certifications, registrations, and other credentials required for their position. Required credentials must remain active and in good standing as a condition of employment. Candidates are encouraged to familiarize themselves with any applicable credentialing requirements, including associated fees and renewal or maintenance obligations, prior to applying.

Benefits

We offer generous benefits for our full-time and part-time employees (20 hours + pro-rated) including:

• Generous Paid Time Off Package - Full-time employees earn 6 weeks of PTO in their first year!
• Medical and Dental Coverage (begins 1stof the month following hire date)
• VSP Vision Discount Plan
• 403(b) Retirement Plan - Eligible after 60 days with immediate 100% vesting and a 1-to-1 company match up to 3% per pay period, plusthe opportunity for an additional discretionary contribution (up to 5%) at the end of the fiscal year.
• Flexible Spending Account (FSA) (Medical, dependent care, and transportation options)
• Short-Term Disability, Long-Term Disability, and Life Insurance
• Paid Bereavement and Jury Duty Leave
• Length of Service Award
• Voluntary Life Insurance
• Supplemental Insurance
• Student loan forgiveness options

Wellness Benefits

• Employee Assistance Program (EAP)
• Bike to Work Reimbursement

Starting Rate Range in USD ($)

$21.90 - $22.56