Employment

Non-exempt. Part-time, 28 hours a week. $20/hour.

Day, evening, and weekend (Saturday) hours required

Reports to: Chief Financial Officer (CFO)

Job Description:

All clinic receptionists must sign and abide by confidentiality agreements, HIPAA , FERPA, and OSHA standards.   A complete description of activities is described in the Reception Manual

Primary Activities: Lead Receptionist

• Works collaboratively with the Director of Clinical Education and Services.
• Schedule appointments for various clinics (student, professional, Veterans)
• Create the calendar from the “Student Clinic Schedule Sheet” each term.
• Fill in for or find replacements for receptionists as needed.
• Manage inventory and supplies for the acupuncture clinic in collaboration with Clinic Director
• Conduct regular inventory checks.  Order supplies as needed in collaboration with Clinic Director
• Reconcile expense reports for clinical purchases
• Collaboratively manage medical records, including archived records with the Director of Clinical Services.
• Collaborate with the Director of Clinical Education and Services to manage telehealth.
• Assist with the processing of insurance billing and payments
• Answer or field questions regarding the clinics and the Institute
• Prepare paperwork, create patient files, and perform other clerical duties
• Process clinic payments
• Answer phone for the Institute and its employees; transfer calls, or take messages
• Collaborate with the Marketing team and Clinic Dir with regard to advertising and publicity.
• Assist at Institute events (occasional evening/weekend)
• Manage part-time receptionists: create schedules, oversee procedures, and uphold policies
• Evaluate part-time receptionists and guide performance improvement. 
• Other duties as assigned by the CFO, President, or Academic Dean.

Primary Activities: Academic and Clinical Support Administrator

• Collect documentation for intake, and ensure patient medical records are regularly updated.
• Collaborate with the Director of Clinical Education and Services and Receptionists in scheduling visits, calling patients.
• Obtain and manage all affiliate health referrals.
• Assist in the coordination and communication with external health providers and partners, including completing applications to provide services for insurance companies such as Aetna, Veterans Administration and IBX. 
• Supervise, train and lead the hiring/reviewing of the PT Clinical Receptionists.
• Assist in the management of insurance information as well as coding and billing.
• Input clinic data into the database, generate reports and work on data queries.
• Handle documentation related to clinic expenses, including budgets and purchases 
• Review and administer the technology associated with booking scheduling and reminding (in collaboration with CIAO, CFO, Academic Dean, and Clinic Director)
• Provide administrative support to the AcS, DAc, CHP, and WBS programs, including, but not limited to,  preparing faculty contracts. Administer the creation of faculty contracts in Dochub each term.
• Complete contracts/agreements in Dochub for special events, stipends, and honorariums.
• Provide administrative support to the AcS, DAc, CHP, and WBS programs, including, but not limited to, preparing faculty continuing education documentation.
• Provide administrative support to the CFO, President, Academic Dean, and SMT as needed.
• Upload faculty documents into Populi.
• Manage faculty documents in Populi and send reminders to faculty members when documents are due.
• Create name tags for Institute events for all event participants including (but not limited to)  AcS, DAc, CCHM, supervisors, interns, receptionists, and dispensary employees.
• Attend institution events as Clinical Administrative Representative.
• Take minutes at critical meetings of Institute councils and committees (as directed by the CFO) and file, process, and archive them appropriately.
• Update Reception Manual as needed
• Other duties as assigned by the CFO, President, or Academic Dean.

Professional Skills:

• High-level proficiency in English is necessary for reading, writing, comprehension, and editing all business documents, including reports, emails, policies, minutes, manuals, etc.
• Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to problem solve, communicate and guide patients, staff and students
• Ability to manage direct reports and oversee and schedule receptionist hours
• Able to collaborate with the Director of Clinical Education and Services and professional staff with academic and administrative tasks.

Personal Skills:

• Integrity: highest standard of discretion and maintaining confidentiality (per HIPAA, FERPA, and OSHA requirements)
• Personal Demeanor: clear and slow speaking voice, articulate, pleasant, patient, helpful, precise
• Problem Solver: is able to identify workable and actionable solutions to problems and issues as they present themselves.
• Flexibility: the ability to gracefully shift from one activity to another when asked
• Good follow-through: able to return to and finish tasks after interruptions.
• Organization: high level of organizational skills needed
• Ability to work well with others: including several different people who may be directing individual’s activities
• Comfortable working with diverse populations: including student body, faculty, and staff
• Respectful and professional treatment and interactions with others: including all stakeholders of the Institute, including the Director of Clinical Education and Services, all clinical receptionists, the CFO, the President, all staff members, all students, all faculty and clinic supervisors, and all members of the Board of Trustees and Senior Management Team.

Please submit your resume or curriculum vitae to [email protected].