Hope Clinic for Women
Job Description
Description: Receptionist/ General Office Administration ? Open building for 8:30 start (unlock doors/cabinets, turn on lights/radio/TV, place baskets for daily files) ? Manage communal areas (pillows, magazines and kid’s area) in morning and throughout the day ? Answer and direct incoming phone calls ? `Schedule client visits for all program areas ? Maintain waiting list in EHR system for clients who are unable to schedule at preferred time ? Monitor and respond to incoming text messages ? Greet all guests including clients, donors and businesses o Ensure clients fill out appropriate paperwork o Notify staff when visitors/clients arrive o Ensure donors are seen by the Advancement staff o Receive in-kind clothing room donations and file donation forms completed by donors o Manage client sign-in for BRIDGE classes and support groups ? Manage the checkout process for clients o Support clients with completion of survey o Accurately secure fees from paying clients (medical and counseling)- including processing credit cards payments ? Daily audit of fees collected match daily to the booked ‘fee based’ appointments ? Balance money weekly with Business office ? Care for clients’ children in the lobby as needed ? Distribute all incoming mail ? Work with the Pregnancy Coordinator to schedule coverage during absences ? Assist with closing, locking and securing of building on M,W,F Client Program Assistance ? Make new client files, ensure existing files organized and client records filed appropriately ? Train new staff, interns and volunteer on phone system and receptionist back up responsibilities when needed ? Order and update Client Visit form (white/yellow half sheets) when necessary ? Notify business manager of office supply needs ? Tracks references like 211 ? Trained to do a first-time pregnancy-test visit in the absence of program staff Meetings: ? All staff working 10+ hours a week are expected to attend weekly staff meetings on Wednesdays at 1:30 ? Weekly Meeting with Pregnancy Services Manager ? Quarterly Staff retreats (usually on a Friday, 8:30-2:30); ? All staff are required to work a 4-6-hour shift for key agency-wide fundraising events. This will either be a mix of set-up/during or clean up. Events include: Annual Gala and Cider Carols. Preferred Qualifications/Skills: ? 4-year degree or comparable work experience ? Front-desk or other experience in a medical/clinical setting ? Proficient in Word, Excel, Office 365 and SharePoint ? Experience with EHR software (Athena) ? Ability to quickly learn and adapt to new technologies ? Detail-oriented and organized ? Patient, empathetic, quality-focused approach to customer service ? Ability to handle a fast-paced environment and prioritize tasks based on importance ? Excellent communication and problem-solving skills Policies: All staff must adhere to the policies and procedures as outlined in our separate Personnel Handbook. AAP/EEO Statement: Hope Clinic for Women provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, disability or genetics. In addition to federal law requirements, Hope Clinic for Women complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Hope Clinic for Women expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. 
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