Office Specialist (Urgent Walk-In Clinic)

Job Overview

This position is located within the urgent walk-in clinic (UWIC) at the Plaza Health Center in SE Portland, OR. The schedule is Monday through Friday, from 2:00 p.m. to 10:30 p.m. Working holidays when the holiday falls on their regularly scheduled workday is part of the standard staffing responsibilities.

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.