Front Office Specialist

Classification: Non-Exempt
Reports To: Clinic Manager

Company Summary

At Work Health Solutions (WHS), our mission is to serve the businesses and employees within our community through dedicated, unbiased occupational health services.

We fulfill this mission by living out our core values, which guide every decision, action, and interaction:

• Community Focus: We are here to serve — keeping workers safe and businesses strong.
• Team: One team, one journey.
• Consistent Excellence: We deliver every service with excellence and urgency.
• Ownership: Own it — take responsibility and make it happen.
• Communication: We communicate promptly with compassion, clarity, and respect.

Our vision is to develop a team that is known as the #1 trusted resource for occupational health services. These principles form the foundation of our culture and our commitment to exceptional care, operational integrity, and continuous growth in service to the communities we support.

Living Our Mission & Values

This role carries shared responsibility for promoting and upholding the Company’s Mission, Vision, and Core Values. Employees are expected to integrate these into their work practices, contribute to a culture aligned with them, and hold themselves accountable to these expectations. 

Position Objective

The Front Office Specialist serves as the first point of contact for patients and visitors, ensuring exceptional patient services while managing administrative tasks that support the smooth operation of the healthcare office.

Essential Functions

The Front Office Specialist responsibilities include, but are not limited to:

1. Support WHS’s mission, vision, and values.
2. Greet patients and visitors in a professional and courteous manner. 
3. Obtain authorization and process of patients for services. 
4. Typing and computer usage for daily operations.
5. Check in patients using the appropriate patient management system. 
6. Explain all required forms to patients and ensure proper completion of paperwork. 
7. Answer incoming telephone lines and direct callers appropriately. 
8. Contact patients regarding appointment reminders, rescheduling, or cancellations. 
9. Check out patients in the patient management system and distribute records. 
10. File paperwork, medical records, and correspondence accurately. 
11. Maintain inventory of office supplies and printed forms. 
12. Manage dissemination of paperwork to outside parties, including non-injury, custody, and control forms. 
13. Follow HIPAA guidelines and safety rules at all times. 
14. Attend center staff meetings and participate in initial and ongoing training as required. 
15. Assist in maintaining a neat, clean, and orderly appearance throughout the facility. 
16. Use employer reporting tools to scan and distribute employer results and paperwork.

Competencies

• Proficiency in keyboarding skills
• Customer and client focus
• Ethical conduct
• Attention to detail
• Time management
• Excellent communication skills
• Flexibility

Supervisory Responsibility

This role has no supervisory responsibility currently.

Work Environment

This position is designated as Safety Sensitive, meaning that job performance directly affects the safety of both the employee and others. Adherence to all Federal and State laws regarding drug use is required, and Work Health Solutions hires for this position accordingly. Regular walking within the clinic is required, along with direct interaction with patients, some of whom may have contagious illnesses.

Physical Demands

This role is active and physically engaging. Requirements include:

• Frequent standing, walking, bending, kneeling, and stooping.
• Regular talking and listening.
• Ability to lift or move items over 20 pounds.
• Reaching above, at, and below desk height.

Position Type and Expected Hours of Work

• Full-time position, 8 hours per day, 5 days per week.
• Overtime and work during inclement weather may be required.

Travel

Occasional travel may be required.

Required Education and Experience

1. High school diploma or GED.
2. Proficiency in computer skills (Microsoft Office Suite, email, faxing, scanning, etc.).
3. 1-3 years of recent experience in a medical office or urgent care setting. 
4. Strong interpersonal communication and customer service training. 
5. Minimum typing of 35 WPM

Additional Requirements

1. Obtain UDS/BAT License within 1 year of obtaining position.

Other Duties

This job description is not intended to be an exhaustive list of all responsibilities, duties, or requirements. Duties may change at any time with or without notice.