On-Call Receptionist (Rehab)

Tuality Healthcare; Hillsboro (OR); On-site; USD 28,000 - 37,000; Full time

Job summary

Hillsboro Medical Center is seeking a Rehab Services Receptionist to greet patients, schedule visits, and support staff with clerical tasks. The role involves Epic data entry, handling calls, and coordination with clinic teams to ensure smooth patient flow.

The position requires strong communication, organization, and customer service, with a focus on accurate check-in, documentation, and front desk operations in a medical setting.

Qualifications

• Requires high school diploma; office procedures classes or equivalent preferred.
• 1 year experience in a medical office/clinic setting preferred.
• Excellent communication and customer service skills required.

Responsibilities

• Greet patients and direct calls; schedule appointments.
• Check in/register patients and verify demographics.
• Enter information in Epic and maintain patient charts.
• Answer phones and route calls per clinic workflow.
• Process co-pays, mail, and documents; manage front desk duties.
• Balance cash drawer and end-of-day procedures.

Skills

Communication

Telephone skills

Typing 45 wpm

Microsoft Office

Organization

Multitasking

Customer service

Positive attitude

Professional appearance

Task prioritization

Staff coordination

Epic experience

Education

High school diploma with office procedures

Tools

EPIC

Microsoft Office

Job description

POSITION SUMMARY

Pay Range: $19.67/hr. to $26.96/hr.

The primary duties of the Rehabilitation Services Receptionist include providing a variety of clerical support functions including greeting patients, directing telephone calls and messages as appropriate, filing and retrieving information, scheduling patients, and assisting staff and guests as required by exhibiting excellent customer service. Other duties as assigned for the needs of the specific practice environment.

KEY RESPONSIBILITIES

Performed majority of the time:

• Schedules new patient visits according to therapist availability and specialty.
• Checks in and registers patients to include confirming patient demographic information and entering into computer (Epic.)
• Answers telephones and routes calls appropriately (based on specific clinic workflow.)
• Checks voicemail messages and responds and/or routes messages to therapists/HPCs/leadership accurately and in a timely manner.
• Checks in-basket messages via EPIC and responds to messages in a timely manner.
• Provides patients with appropriate paperwork, verifies accuracy of completion of necessary information, and assembles patient charts.
• Keeps therapists apprised of appointments and arrivals via Epic check-in and/or Skype.
• Provides scheduling guidance to CARS (central scheduling staff.)
• Reviews next day clinic schedule for scheduling errors/concerns.
• Notifies Health Plan Coordinator if insurance needs to be checked and/or insurance authorization needs to be submitted.
• Monitors Rehab work que (clinic appropriate) and notifies HPC of upcoming new patient evaluations where insurance needs to be verified prior to the patient’s scheduled appointment.
• Checks previous days new patient evaluations for follow- up scheduling instructions and documents in the patient referral for clinic and CARS staff to easily access.
• Pulls new patient charts for the next 3 days.
• Maintains master key for department.
• Receives and documents daily co-payments, patient supply receipts and cash logs.
• Receives, dates and distributes mail and/or documents by courier/ mail to appropriate staff.
• Organizes and processes chart note requests for therapists.
• Opening reception duties which include: preparing copay collection envelope / locked money bag for courier pick up, unlocking clinic front door, turning on lights in gym and front office, checking voicemail messages.
• Closing reception duties which include: balancing and closing cash drawers, therapist first patient reminder calls, and communication to clinical staff (aide, AT, or therapists) that reception is leaving for the day.

Performed occasionally but critical to successful performance of the job:

• Attends monthly full staff/clinic meeting.

Decision making and budget responsibilities:

• Impact limited to the employee

JOB SPECIFICATIONS

Education:

Required

• N/A

Preferred

• High school diploma with office procedure classes, business college or equivalent experience.

Experience:

Required

• N/A

Preferred

• 1 year experience in a medical office/clinic setting.

Licenses, Certifications and/or Registrations:

Required

• N/A

Preferred

• N/A

Job Related Skills, Abilities and Behaviors:

Required

• Uses effective communication skills taking into consideration body language, culture, filters, listening, paraphrasing, with customers of diverse ethnic and cultural backgrounds.
• Demonstrates effective telephone skills, written and verbal communication skills.
• Types with accuracy at least 45wpm.
• Personal computer experience using Microsoft Office Applications (Word and Excel strongly preferred).
• Demonstrates organization skills.
• Demonstrates ability to manage multiple priorities with frequent interruptions.
• Demonstrates excellent customer service skills.
• Communicates in a high energy and positive manner.
• Present a personal appearance that makes an excellent first impression.
• Prioritizes daily tasks to be completed while performing reception duties.
• Provides efficient link between staff and patients to ensure proper procedures are completed.
• Understands appropriate state and federal limitations in regards to utilization of rehabilitation aides in the clinical environment.
• Demonstrates ability to receive feedback or seek guidance when appropriate.

Preferred

• Knowledge of Spanish helpful as a second language.
• Bilingual skills a plus.
• Experience with hospital electronic health record, EPIC experience.

Additional Posting Information

Hillsboro Medical Center believes in providing equal employment opportunities for all qualified individuals. Recruitment, hiring, promotions, transfers, working conditions, training, and compensation will be based on qualifications without regard to race, color, sex, sexual orientation, gender identity, religion, age, creed, national origin, marital status, family relationship, veteran status, genetic information, physical or mental disability, or any other status or characteristic protected by applicable law. We further commit ourselves to continuing the practical application of this policy in our daily business conduct.