Back Front Desk/Medical Records Medical Coos Bay , Oregon temp to hire Sep 14, 2026 What is the purpose of this position? Works with considerable independence and decision-making responsibility to provide a variety of front desk services, and office functions of a complex nature in direct support to medical, clinical, and management staff. Assists behavioral health and clinical consumers in accessing services. Position requires extensive knowledge of departmental policies, procedures, and applicable state and federal laws. Essential functions of position. (Reason position exists is to perform these functions.) Duties that must be performed to accomplish the purpose of the position include but are not limited to:

• Completing front desk responsibilities which may include:
• Overseeing lobby and answering multiple line phone for more than 30 medical and clinical staff, frequently handling 150-200 calls per day. Responding to consumers or persons who may be confused, angry, and/or verbally abusive. Maintaining professional, positive interaction with clients and the public on the phone and in the lobby, within appropriate boundaries.
• Making prudent "layperson" determination if consumers need crisis or non-crisis responses and following through appropriately. Making responsible determinations to provide consumers with information, refer them to other staff, provide intervention with messages and/or other procedures, or to direct persons/inquiries to other community resources.
• Performing extensive work in complex computer software programs for entry and retrieval of staff and client billing, schedules and demographic information.

Scheduling an average 400-500 appointments/meetings per month, making (400-500) corresponding administrative notations in client billing files and completing courtesy appointment reminder calls for medical appointments; performing data entry/corrections into scheduling and client billing systems while covering front desk and phones.

• Assisting consumers in completing complex forms and applications to comply with state requirements for services and state and federal privacy laws.
• Explains rates, charges and income requirements of programs to clients. Obtains financial screening information, working in coordination with the finance staff. Calculates and collects client fees, writes receipts and reconciles cash box.
• Relays/coordinates/email information from laboratories, pharmacies, hospitals, agencies, schools, and other medical providers to Department staff regarding medical records, reports, and prescriptions. Makes determination to involve appropriate staff in each instance.
• Performs complex data entry of large volume of documents into Electronic Health Record requiring high level of accuracy and knowledge of department procedures and applicable state and federal privacy laws. Follows department policies to complete tasks and procedures to insure the security of health records as required by HIPAA privacy/security laws.
• Processes/tracks subpoenas served to the department requiring testimony of department staff or "duces tecum" records and tracks department responding activities. Insures legal records release requirements are met and documented prior to the release of Electronic Health Record documents or the provision of staff testimony.
• Insuring work processes adhere to department procedures and state/federal privacy laws. Complete Notary training and receive State Notary within three months of hire. Act as Notary as needed within CHW for various departments as needed. Maintain and track accurate Notary log.
• Performs medical records search in the Bay Area Hospital Soarian/Citrix/Patagonia database and completes state referrals (i.e. CANs, FEARsomes, & OYA).
• Processes prescription requests accurately, providing charts and documentation to medical staff and returning approved refill documents to pharmacies
• Provides a wide variety of office assistance, support, and general clerical work including data entry and retrieval in complex client database and software applications; organizing, proofreading, checking/recording information; and answering telephone to assist staff, other medical treatment providers, pharmacies, clients, and the general public.

Completing correspondence, reports, projects and other documents of a confidential nature for clinical and management staff, as directed.

• Assists consumers and other persons in completing required documentation to comply with state requirements for release of consumer medical records. Follows department policies in completing requests and releases of health records to and by outside treatment providers and other entities.
• Retrieve archived charts as needed.
• Prepares medical enrollment paperwork and data entry into electronic health record system
• Completes purge of records according to applicable OARs List required special skills, licenses, certificates, etc Position requires high school diploma or equivalent and a minimum of 1 years of office work/front desk of a progressively responsible nature.
• Must have knowledge of standard office practices. Must have ability to compose letters and reports in effective style and proper business form. Must be proficient in Windows and Microsoft applications. Must have excellent general office and telephone skills.
• Must have ability to make decisions independently in accordance with established policies and to use initiative and judgment in carrying out tasks and responsibilities with only general instructions and guidance. Must have ability to use tact and judgment in dealing with staff, the public, and with executives and officials from other entities.
• Position requires ability to work quickly and accurately under pressure. Must be able to establish and maintain harmonious working relationships with other employees, other agencies and the public and represent the County in a positive manner in the community. Must be able to accept supervision and adhere to County and Department policies.
• Prefer candidates who read, write and speak Spanish.
• Prefer candidates who have previous cash handling experience.

Prefer candidates who have a knowledge of medical, pharmaceutical and laboratory terms; education or training in a medical related field; and/or experience in a health care setting with similar responsibilities. Apply Now Share This Post