Who you are: We are looking for Clinical Office Assistants who are inspired to deliver a great experience to our patients and who want to play an important role in patient-centered care. Clinical Office Assistants are the first face and point of contact with our patients. You will be challenged to be an efficient task-master while at the same time providing a human touch and an excellent overall patient experience. Many people excel in one of these areas, but it takes someone with a special combination of skills and character to do both. To be successful, you need to enjoy interacting with people from diverse backgrounds, to feel energized by a fast-paced clinic environment, and remain cool under pressure even when serving a person who is upset, disrespectful, or impatient. You should have a successful history of being responsible, reliable and capable of solving problems while being friendly and helpful in seeking ways to support other care team members.
Major Areas of Responsibility include but are not limited to:
- Promptly greets all participants and answers all inquiries in a courteous manner.
- Responsible for screening applicants according to the State of California guidelines for eligibility, makes appropriate appointment and gives correct medical and diet forms to the applicant.
- Places customer satisfaction first in resolving problems and refers to Supervisor when unable to reach a satisfactory solution.
- Screens all participants for the following changes: food packet, name, address, telephone number, and alternates.
- Correctly documents nutrition education contact.
- Records all required information correctly in MIS.
- Assigns correct return appointment.
- Provides and explains all paper work needed for return.
- Makes an effort to find an alternate appointment for the participants who have missed their appointments.
- Makes an effort to assign an appointment that meets the needs of the participant.
General Office Duties
- Accurately issues food packets to all WIC participants by comparing the signatures on the family ID card to that on the food instrument signature log. Verifies the children's names on the family ID card with the participant.
- Responsible for the security and control of the food instruments.
- Reports any vendor or participants complaints to the LVL ( Local Vendor Liaison).
- Maintains MIS security by logging off the computer when a station needs to be unattended.
- Facilitates communication between participants and staff.
- Performs routine clerical tasks, including sorting, distribution mail; filing; photocopying; retrieving, entering and coding data into state computer system; may be required to type correspondence, statistical reports, and perform other tasks.
- Attends state or agency training sessions/meetings as required.
- Other duties as assigned by supervisor.
Commitment to Quality
- Contribute to a welcoming clinical space and healthy work environment through proactive relationship building, direct communication, and practicing sound judgment.
- Communicate and work effectively with all members of the care team to best serve patients.
- Participate fully in huddles, staff meetings, team building activities and assigned development opportunities.
- Adherence to La Clínica's ethical and professional standards, including policies and procedures.
- Complete required training and policy acknowledgements in time frames granted.
- Perform other related duties as required.
- Effective approaches to customer service delivery.
- Modern medical office and computer systems and applications, especially MS Word, Outlook.
- Knowledge of Electronic Health Records and Electronic Practice Management systems preferred.
Other Certifications and Experience
- Demonstrated good judgment in identifying effective solutions or approaches to customer service related problems.
- Ability to maintain strict confidentiality regarding patient information
- Clear and effective written and verbal communication skills in English.
- Ability to follow oral and written instructions.
- Bilingual in English and Spanish required.
- Ability to perform arithmetic calculations.
- Minimum typing speed of 25-30 wpm.
- Self-motivated and able to work independently as well as collectively to complete daily tasks.
- Ability to perform detailed administrative work methodically with speed and accuracy.
- Demonstrate flexibility and ability to accept changes gracefully.
- Ability to work professionally and collaboratively in team environment.
- Ability to communicate and work congenially with people from various ethnic, socio-economic, and educational backgrounds and life experience.
- Ability to participate with other staff in Saturday and evening rotation.
- Able to relocate or sub at other WIC locations (Fruitvale or San Antonio WIC)
- High school diploma/equivalent.
- 1-2 years of experience in a clinical or similar professional office setting.
- Meet all health clearances required for healthcare settings.
- Medical Office Assistant Certification preferred.
When applying, please note that you saw the job posted on the NOVA Job Board. If you need help with your resumé, please see a NOVA Career Advisor.