We are seeking an experienced temporary Medical Receptionist/Assistant to staff the first-floor front desk for our Occupational Health Center and EH&S group. The position will predominantly focus on front office reception and administrative tasks. Clinical tasks may be added based on your credential. This Medical Assistant position will work in collaboration with other medical assistants, administrators, and various clinicians on staff to ensure that the clinic delivers high-quality medical care in an efficient and supportive environment.

Your work supports our workers' compensation care, OSHA-mandated medical surveillance programs, and EH&S front desk operations. Potential for permanent placement for the right candidate. The front desk is on the first floor and the clinic is on the second floor. You will be the first point of contact for patients, vendors, and visitors, and you will coordinate closely with the clinical team upstairs. These tasks will support compliance with the robust OSHA-mandated medical surveillance programs at the client and ensure smooth flow for the care patients under the workers’ compensation program.

Front office and administrative duties (core of the role)
Directly interact with patients. Greet, check in, and check out workers' compensation and surveillance patients; verify demographics and contact information
Direct patients to the second-floor clinic and notify clinic staff of arrivals using the clinic's communication process; help patients with mobility needs reach the clinic
Answer and triage incoming multi-line phone calls and emails; schedule and reschedule appointments; coordinate follow-up appointments
Process incoming faxes, referrals, and records; scan, index, and upload (if needed) documents into the electronic health record (EHR)
Enter claim numbers, date of injury, and adjuster information into the patient record
Work EHR task queues (reception, vaccination, campus clinician, and lab tabs): contact patients and departments due for visits, and route pertinent documents to the providers for review
Serve as a contact for department representatives to coordinate periodic exams and track surveillance compliance using the EHR and Smartsheet
Respond to first-level inquiries from patients, HR, departments, adjusters, and outside parties, and route them to the right person
Support workers' compensation coordination using templates and under the coordinator's direction: send authorizations and requests for authorization (RFAs) to adjusters, fax progress notes or work status reports when requested, and call specialist, PT, chiropractic, and acupuncture offices to confirm they accept workers' comp or to request reports
Send reminder and reschedule emails to patients who missed appointments
Relay messages from phone, email, and in person to the appropriate team member promptly
Coordinate interpreter services; assist Spanish-speaking callers with scheduling and paperwork where qualified
Order office and clinic supplies as indicated; assist with opening and closing duties

EH&S front desk support
Greet, sign in, and direct vendors and visitors; receive deliveries
Answer occasional phone and in-person inquiries or route them to the appropriate EH&S staff member
Maintain patient privacy at the shared reception area; patients take priority over vendor and visitor requests

Clinical support
These tasks are dependent upon the candidate’s knowledge, skills, and training. Clinical tasks are performed under provider supervision and only after a documented competency check-off.

Requirements:

Qualifications and terms

Required
Associate degree and 2+ years of medical front office or reception experience, or an equivalent combination of education and experience
EHR and scheduling software experience; proficiency in the Microsoft suite of applications, including Outlook and Excel, as well as Adobe Acrobat
Strong phone skills and ability to multitask in a busy, walk-in environment
Ability to handle confidential information and apply HIPAA training in all interactions (verbal and written) with tact and diplomacy.
Basic medical terminology and understanding of universal precautions used during exposure to blood, bodily fluid, or tissues.
Work collaboratively with clinical, EH&S, and department staff
Ability to follow standard operating procedures to prioritize tasks, as well as troubleshoot unplanned situations and complete duties with minimal supervision.
Demonstrated commitment to personal responsibility and value for safety, shown through communication of safety concerns and the use and promotion of safe behaviors based on training and lessons learned.
Ability to communicate in English, both verbally and in writing

Preferred
Prefer candidate with 3-5 years’ experience working in an onsite academic or industrial occupational medicine clinic setting that provides medical surveillance (TB screening, hearing conservation, respiratory protection) testing and injury care beyond initial triage and first-aid.
Medical Assistant certification (or willingness to obtain within six months)
Phlebotomy, spirometry, and audiometry certification
Knowledge of CA workers' compensation
Spanish fluency highly desired; other languages a plus

Notes:
Onsite