NorthStar OTP - Medical Assistant/Front Desk

POSITION TITLE: Medical Assistant/Front Desk

DEPARTMENT: Health and Human Services (HHS) – NorthStar Opioid Treatment Program (OTP)

LOCATION: Vancouver, WA

REPORTS TO: Clinic Director

STATUS: Hourly, Full\-Time

WAGE RANGE: $27\.15 \- $31\.25 per hour DOE

CLOSING DATE: Open Until Filled

Position Summary:

Serves as a compassionate and supportive presence for patients undergoing treatment for opioid use disorder. Combines front\-line administrative support with patient care responsibilities, helping patients access essential services while contributing to a respectful, team\-based clinical environment focused on empathy, respect, and patient\-centered values. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission, vision, and values of the Cowlitz Indian Tribe and of the HHS department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all\-inclusive.

Essential Duties \& Responsibilities:

• Serves as the face of the clinic to all patients and visitors in the role of receptionist.
• Answer calls politely and professionally; refer calls to appropriate staff or take messages; set or clear call forwarding when necessary; check for messages with "on call" person or answering machine each morning.
• Performs clerical, receptionist, and communication functions for the clinic as required.
• Conducts patient registration functions, including entering referral data, income verification, and insurance data, and ensuring data remains up to date over time.
• Schedules new and returning patients with appropriate staff; maintains schedule book accurately; and records patient attendance, "no shows," and cancellations.
• Participates in staff meetings and collaborates with other administrative staff as required.
• Maintains a professional and congenial attitude toward coworkers, patients, agencies, and members in the community.
• Uses appropriate technology to accomplish job functions; understands and utilizes available technology such as customer service, communications, and data\-gathering tools.
• Manages inventory of office supplies; alerts Clinic Director to supply needs and orders supplies with authorization.
• Assists patients enrolling in Medi\-Cal.
• Develops and works with agencies and service providers to facilitate coordination and information sharing; provides support services as applicable.
• Provides transportation support, housing referrals, and PCP and specialty care coordination.
• Serves as Emergency Room liaison.
• Coordinates with jail and probation officials.
• Participates in health fairs, community events, and other events where the target population gathers.
• Maintains a calendar of outreach activities, including community events, workshops, appearances, and other communication opportunities.
• Establishes and maintains positive working relationships with current and potential referral sources.
• Maintains a comprehensive working knowledge of community resources and assists patients in accessing community resources.
• Develops, creates, and maintains a resource file of available social service agencies and assistance providers in the target area for use in referring customers for needed services.
• Collects body fluid samples for patients being admitted to treatment.
• Administers TB, pregnancy, and breath alcohol tests to appropriate patients.
• Labels urine test bottles and prepares specimens for mailing or courier pick\-up; re\-orders supplies when shipment is depleted.
• Upholds commitment to respectful patient\- and family\-centered care.
• Upholds patient confidentiality and safety.
• Serves as an advocate for patients and families.
• Communicates and collaborates effectively with physicians/team members, patients, and families.
• Works effectively with multidisciplinary team members.
• Promotes mutual respect and trust working within a team model.
• Follows ethical principles regarding patient confidentiality.
• Maintains and practices confidentiality as required by HIPAA regulations regarding client confidentiality and request/release of information.
• Adapts to changes in safety protocols and procedures.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of basic medical terminology preferred.
• Knowledge of patient registration and healthcare front office preferred.
• Knowledge of policies and procedures related to HIPAA, Medicare, Medicaid, and insurance programs.
• Knowledge of office functions, procedures, and policies.
• Skill in operating various word\-processing, spreadsheet, and database software programs in a Windows environment, including electronic health care systems.
• Skill in data entry with a high level of accuracy.
• Ability to react to frequent changes in duties and volume of work.
• Ability to demonstrate a customer–first attitude and philosophy.
• Ability to listen empathetically.
• Ability to maintain quality, safety, and/or infection control standards.
• Ability to work both independently and in a team environment.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co\-workers at all levels.
• Ability to maintain confidentiality.
• Ability to conduct activity in an ethical manner.
• Ability to analyze and evaluate situations and adopt effective courses of action.
• Ability to follow Cowlitz OTP personnel policies.
• Ability to maintain passion for assisting patients under all circumstances.
• Ability to receive constructive feedback, to share opinions, and uphold beliefs.
• Ability to maintain calm, focused, professional, and kind in highly stressful situations.
• Ability to be reliable, flexible, and versatile.
• Ability to maintain humility.

Minimum Qualifications:

• High school diploma or equivalent.
• One (1\) year of office or professional experience.
• A combination of relevant education and related work experience may be considered.
• Must be able to provide health and TB clearance.
• A valid driver’s license is required when driving vehicles for work\-related purposes.
• Must be able to successfully pass a background screening/investigation according to the established requirements below.

Tribal preference in accordance with the Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre\-employment drug screen.
• Reference checks, education, and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks, including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.

Physical Demands:

While performing the duties of this job, the employee regularly is required to stand; walk; sit; stop, kneel, bend, or crouch; use hands to manipulate, touch, or grasp objects and materials and type on a keyboard; reach with hands and arms; and perform repetitive tasks. Sufficient clarity of speech and hearing abilities to discern verbal instructions and communicate effectively in person and via telephone. The employee occasionally is required to lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

Work is performed in an office and clinical setting. Employees may be exposed to unpleasant odors, bodily fluids, and infectious diseases, and frequent exposure to dust, fumes, airborne particles, and/or allergens. Situations occur where PPE (personal protective equipment) is needed. Work may involve working with hostile, violent, or offensive individuals. Overnight travel, weekend, and/or evening work is occasionally required. Tight time constraints and multiple demands are common.