Medical Receptionist - San Jose, CA - Bay Area Clinical Associates : Job Details

Join our passionate team at Bay Area Clinical Associates (BACA)! We're at the forefront of providing comprehensive mental health services to children, adolescents, and their families in the Bay Area. At BACA, we believe in the potential of every individual to lead a fulfilling life, and we're looking for compassionate, dedicated professionals to join our cause. Our diverse staff includes psychiatrists, psychologists, LMFTs, LCSWs, LPCCs, and dedicated administrative professionals, each dedicated to delivering the highest level of care.When you join BACA, you're not just taking a job - you're becoming part of a community that's changing lives. We offer competitive compensation, along with a generous training and development allowance to support your continued growth in your professional journey.If you're ready to make a difference, BACA is the place to do it. Join us today, and together, we can help our community thrive!Purpose: This role is vital in providing comprehensive administrative and clinical support to the clinic and its various programs, including the Intensive Outpatient Program (IOP) and Partial Hospitalization Program (PHP). This position involves greeting patients and their families, validating current addresses and insurance information, collecting co-pays, and ensuring smooth operations within the clinic. Additionally, the role requires demonstrating a professional and respectful rapport with patients, families, and staff, facilitating the seamless integration of administrative and clinical support across all programs.Essential Functions:

• Assist the administrative team with various tasks such as monitoring IRFs, checking in patients, scheduling follow-up visits, and addressing patient and clinician needs.
• Distribute surveys and assessments as assigned by providers or based on prescribed intervals.
• Document all patient interactions in the EHR system.
• Perform clerical duties including answering phones, copying, mailing, faxing, scanning, and sorting documentation.
• Respond to email inquiries in a thorough, timely, and courteous manner.
• Support the Site Director in ensuring the clinic maintains compliance with regulations.
• Maintain a clean and organized office environment, promoting a professional and welcoming atmosphere.
• Monitor and manage inventory needs, ensuring adequate supplies are available.
• Utilize electronic systems such as Bay Area Clinical Associates' electronic health records system, Office Ally, SecureBill Pay, and Google Suite (Gmail, Gcal, Google Drive).
• Maintain confidentiality of all PHI in accordance with HIPAA.
• Embody and uphold the clinic's vision, mission, and values daily, integrating them into decision-making processes.

Provide backup to the Program Coordinator role:

• Attend weekly multidisciplinary treatment team meetings.
• Provide support to the IOP and PHP teams, including the Program Manager, clinicians, and patients.
• Coordinate IOP and PHP groups, manage group coverage as needed, and prepare group rooms, maintaining cleanliness and sanitation.
• Schedule appointments, manage IOP and PHP services, and generate video calls for virtual groups, as needed
• Report and track patient attendance and appointment charges daily.

Competencies:

• Ability to exercise independent judgment, demonstrating critical thinking, flexibility, and problem-solving skills.
• Excellent verbal and written communication skills, with the ability to interact professionally with individuals at all levels of the organization and external contacts.
• Strong organizational and time-management abilities, with meticulous attention to detail.
• Proficient in using Google Suite and other relevant software applications; experience with Electronic Health Record (EHR) systems is a plus.
• Ability to adapt effectively to changing circumstances and environments.
• Ability to maintain a positive attitude and composure under pressure, handling confidential information with discretion and integrity.
• Resourcefulness in finding solutions and resolving day-to-day operational challenges.

Travel Requirements: This position does not require any travel. The role is based on-site at the designated clinical location.Required education and experience:

• High school diploma
• Ability to maintain confidentiality and comply with HIPAA standards and BACA policies and procedures
• Strong computer skills; experience with Google Drive and Google Suite a huge plus

Physical Requirements:

• Mobility: Ability to stand, walk, and sit for extended periods.
• Manual dexterity: Strong hand-eye coordination for tasks such as typing and handling paperwork.
• Vision and hearing: Good visual acuity and hearing for reading, communication, and computer use.
• Communication skills: Clear verbal and written communication abilities.
• Stamina: Capacity to handle multiple tasks and work under pressure.
• Lifting and carrying: Occasional lifting or carrying of office supplies, files, or equipment.

Other Duties:Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.Benefits:

• Paid Time Off (PTO)
• Comprehensive Healthcare
• 401(k) Plan
• Educational Reimbursement
• Additional Benefits: Paid holidays and maternity leave.

At BACA, we are committed to fostering an environment that embraces diversity, equality, and inclusion. We are proud to be an equal opportunity employer and consider all qualified applicants regardless of color, religion, sex, age, national origin, disability status, protected veteran status, or any other characteristic protected by law.*Please note that this position requires the selected candidate to undergo a background check.*We look forward to hearing from you and possibly welcoming you to our team.