Office Receptionist

The care you want, the respect you deserve.

3W Medical for Women is a nationally accredited non-profit women’s clinic that provides evidence-based health services, education, and support free of pressure or judgment.

We offer free-of-charge health assessments and consultations with caring, licensed medical providers. We do not require insurance or proof of income and do not profit from the medical decisions women make.

If you believe that women are strong and capable of making their own healthcare decisions, then 3W is the place for you!

REPORTS TO:  Clinic Manager

FSLA STATUS: Non-Exempt, Full-time

Please take time to review our website and the services we do not provide.

3W MEDICAL FOR WOMEN MISSION:

To provide compassionate, holistic, evidence-based health services and education to make informed healthcare decisions.

 
EXPECTATIONS:

The Office Receptionist will acknowledge in writing their agreement to comply with the organization’s Behavioral Commitment document as well as all other applicable policies.

 
JOB SUMMARY: Organize, monitor, and implement the administrative operations of 3W Medical for Women. Works closely with the Medical Director, CEO, Clinic Manager , Medical Assistants, Executive Assistant, and all other staff. 

ESSENTIAL JOB FUNCTIONS AND ACCOUNTABILITIES:  (other duties may be assigned)

1. Assists in clinic’s opening and closure procedures

2. Assist in the morning walk-through of the clinic to ensure it is ready for opening

3. Meet and greet visitors and patients as soon as they arrive at the clinic

4. Direct visitors to the appropriate person and office

5. Answer, screen and forward incoming phone calls

6. Provide basic and accurate information in-person and via phone/email

7. Assists with and carries out scheduled weekly cleaning tasks in the clinic

8. Maintain office security by following safety procedures and controlling access via the reception desk

9. Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

10. Make sure that patients properly fill out intake forms and are prepared to see a medical provider

11. Schedule patient’s appointment and make sure it is communicated to the medical team 

12. Communicate in collaboration with Clinic Manager with patients regarding inquiries and complaints

13. Answer the clinic phones and assure that the caller’s needs are meet

14. Ensure the clinic is clean, well-organized, and maintained to a high standard at all times

15. Manage and update the clinic’s calendar which includes all departments

16. Collaborate with the Medical Assistant to make sure patients are seen on time and the Provider is staying on schedule.

17. Oversee office volunteers and delegate tasks accordingly.

18. Assists with invoices from vendors assuring that bills are paid on time. Assists with coding receipts for accounting processes.

19. Ensure office inventory is stocked and replenish and inform Clinic Manager to order additional supplies when needed. Order medical supplies as requested by a medical provider(s)

20. Make sure the clinic is clean, and space is organized etc.

21. Assist with events including, banquets, dinners, fundraising events, and other promotional/marketing events as requested by the CEO

22. Must attend staff meetings.

23. Additional duties as requested by the Clinic Manager .

24. Must give WAMS and 3W Medical for Women permission to video and take pictures of an employee for all promotional materials and where it is appropriate for use of employee images.

 
COMPETENCIES AND QUALIFICATIONS:

Education and Experience:

• 2-5 years with a Bachelor’s degree or higher or equivalent experience in Office Administration.

• Proficiency in Microsoft Office Suite

• Hands-on experience with office equipment (e.g. fax machines and printers)

• Professional attitude and appearance

• Multitasking and time-management skills, with the ability to prioritize tasks

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

Knowledge and Skills:

• Ability to work with mathematical concepts such as probability and statistical inference anddevelopment forecasting.

• Ability to understand and work with various financial and budgetary formats.

• Ability to read, analyze, and interpret professionally related material, financial reports, and legal documents.

• Ability to respond to common inquiries or complaints from donors, supporters, and the public at large.

• Ability to write and deliver speeches and articles for publication regarding the organization and its mission.

• Ability to effectively present information to the President, CEO, Board of directors, and public.

Reasoning - Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of abstract and concrete variables.

Analytical - Collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.

Design - Generates creative solutions; demonstrates attention to detail.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics. Always try to fix issues that come up and that might affect the CEO or the clinic.

Integrity and Dependability - Upholds organizational values, particularly honesty and trustworthiness. Is punctual for work and meetings and arranges for coverage when absent. Keeps commitments.

Project Management - Communicates changes and progress; completes projects on time and budget; manages project team activities.

Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Interpersonal Skills - Focuses on solving the conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others; ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others; views; gives and welcomes feedback; contributes to building a positive team spirit; puts the success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed.

Visionary Leadership - Displays passion and optimism; inspires respect and trust; mobilizes others to fulfill the vision; provides vision and inspiration to peers and subordinates.

Change Management - Communicates changes effectively; builds commitment and overcomes resistance; Prepares and supports those affected by the change.

Delegation - Delegates work assignments; Matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities; provides recognition for results.

Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Accepts feedback from others; Gives appropriate recognition to others.

Managing People - Makes self-available to staff; Develops subordinates&; skills and encourages growth; Solicits and applies customer feedback (internal and external);

Fosters quality focus in others; continually works to improve supervisory skills.

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

Business Acumen - Understands business implications of decisions.

Cost Consciousness - Works within approved budget; develops and implements cost saving measures; conserves organizational resources.

Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values.

Strategic Thinking - Understands organization strengths; weaknesses.

Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains the reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; sets goals and objectives; organizes or schedules other people and their tasks.

Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Completes work in a timely manner; works quickly.

Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.

Adaptability - Adapts to changes in the work environment; manages to compete for demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Undertakes self-development activities; seeks increased responsibilities; looks for and takes advantage of opportunities; asks for and offers help when needed.

Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others; attention.

Certificates, Licenses, Registrations

• Current Driver’s License

• Current CPR Certification

• Willing to obtain WA State Medical Assistant Registered License

Physical demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.