You are friendly, compassionate, organized, detail-oriented, well groomed & ready to be the administrator for our beautiful, small, centrally located naturopathic clinic, located on the Lake Union waterfront (also on the bike path).
The qualities you bring are: reliability, efficiency, honesty & enthusiasm, among others.
Your administrative duties would be for 2 practitioners. This is close to or up to a full time position (average is 37.5-40 hrs/wk, but more typically 40) with paid time off in accordance with WA state law.
The clinic hours are potentially negotiable with a starting time between 8-9am, ending at 4-5pm M-F. Very occasionally, ie when both doctors are out of the office, there is an option to work from home.
Phone time is a primary part of the job. Being friendly, engaging, articulate and efficient are skills that are essential.
Key Responsibilities:
Scheduling & Calendar Management – 20%
Manage the provider’s calendar & patient appointments.
Coordinate & schedule new patients; collect initial clinical info & demographics, set up patient portal on EHR system.
Schedule follow-up appointments for returning patients, including coordination of lab/imaging results etc.
Patient Care & Follow-Up – 50%
Handle ongoing patient communications via phone, text and email (including voicemails & inquiries).
Conduct follow-up outreach for labs, appointments, or check-ins.
Manage referrals, lab & imaging orders, plus prescription requests & renewals.
Billing, Insurance & Accounts Receivable – 25%
Collect time of service payments.
Monitor and manage accounts receivable and outstanding balances.
Insurance billing: prep & send paperwork (HCFA's), monitor billing activity/claim status, post payments, communicate with EHR & insurance carriers when needed.
General Office Administration – 5%
Maintain organised charts (paper transitioning to electronic) & manage documentation (filing, scanning, faxing).
Assist with clinic supplies, including ordering, inventory, and price comparison.
Note that we are about to shift EHR systems, moving from a current, smaller scale system to the new one: Athena Health.
Qualifications:
- A minimum of 2 yrs administrative experience. Prior work in a health care setting is a plus.
- Great customer service skills. A big part of this job is providing accurate and thorough information about our unique set of services over the phone to prospective patients as well as creating a relationship with and managing current patient administrative needs.
- Maintaining confidentiality - a must.
- Familiarity and congruence with Holistic Medicine.
It is important that you truly know how to multi-task, organize and prioritize your duties as this job is quite autonomous.
Pay is hourly, DOE. You are also welcome to a 25% discount on all of our dispensary items (vitamins, botanicals, homeopathics, various supplements).
Please be personal when you respond. Taking the time to write a cover letter to express why you are moved to apply for this position and telling us a little about yourself is essential.
Address cover letters to: Dr JoAnna Forwell
Thank-you.
