Outpatient Clinic Clerk/Receptionist

Posting number: 2026-032326

Department: Human Services - Community Services

Job classification: Outpatient Clinic Clerk

Posting type: Open

Categories: Clerical & Data Entry, Human Services, Community and Social Services

Summary

Performs receptionist and general clerical work under basic supervision, while also exercising independent judgment in transactions with the public. Responsible for patient appointment scheduling, and answering and redirecting incoming calls, requiring familiarity with departmental programs, operations, and agency staff. Processing medical records, compliance standards, data processing,  receiving the public and providing customer service is all included in this position.

Examples of duties

Schedules and manages patient appointments using an electronic health record, as instructed, and maintains appropriate records.  Utilizes judgment based on provider preferences.

Acknowledges and greets clients/visitors as they arrive, directing them and providing information. Notifies appropriate staff person when a client/visitor has arrived and/or is waiting for an appointment.

Maintains a professional and friendly demeanor with all internal and external customers, clients, and staff members.

Maintains the confidential nature of client and business information, records and documents per departmental standards and State/Federal Confidentiality Laws.

Answers incoming phone calls and inquiries of a general nature or refers inquiries to the proper staff member or department.

Receives and/or relays messages to proper department or employee, either in paper or electronic format depending upon the information. 

Assists with requesting records and the patient intake process.

Scans paper records to the electronic health record, making sure there is attention to detail with correct program selection and naming conventions.

Coordinate client services to make sure there is continuity of care.

If applicable, receives payments, issues receipts and accounts for monies handled.

Performs data entry of agency/departmental information. 

Obtains information from public, clients and/or staff members for completion of forms and documents.  Ensures regulatory compliance with forms, documents, and medical records.

Maintains computer information system(s), especially Client data and demographics.

Develops and maintains files according to departmental standards.

Prepares office for business and closes office on a daily basis.

Utilizes word processing systems to prepare correspondence, memorandums, lists, reports, and other documents.

Assists with various projects and programs as needed.

Maintains a clean, safe and organized working environment.

Attends in-service training and meetings, as required and necessary to carry out responsibilities of the position.

Qualifications

Education and Experience:

High School Diploma or equivalent (GED), plus one year of relevant office experience, preferably medical office; or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities.

Supplemental information

Knowledge of general office practice, procedures, and customer service principles

Knowledge of electronic health record (EHR) systems is preferred

Knowledge of HIPAA requirements and applicable state and federal confidentiality laws

Proficient skills in Microsoft Office and other standard office software

Ability to communicate effectively and professionally both verbally and in writing.

Ability to provide courteous, respectful, and responsive customer service to patients, visitors, coworkers, and community partners

Ability to establish and maintain effective working relationships with patients, providers, coworkers and the public.

Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

Ability to accept and adapt to changing priorities, learn new technology and procedures.

Ability to organize work, prioritize multiple tasks, and meet deadlines in fast-paced environment

Ability to accurately enter, maintain, and retrieve electronic records data

Ability to follow written and verbal instructions and apply department policies and procedures

Ability to work independently while contributing effectively as a member of a team

Ability to maintain attention to detail and high degree of accuracy

Ability to work the required hours of the position.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee will be exposed to normal office conditions and usual office equipment such as te