Receptionist and Purchase Order Clerk

Comprehensive Health Care

Position Description: Receptionist and Purchase Order Clerk

Department: Case Management

Supervisor: Case Management Supervisor

Approved By: CEO 

Approved Date: 4/6/2026

FTE: 1.0

Summary

Compile and maintain purchase order records and operate multiline telephone system to answer incoming calls and direct callers to appropriate personnel by performing the following duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Retrieve messages from voice mail and forward to appropriate personnel.

Answer incoming telephone calls, determine purpose of call and forward calls to appropriate personnel or department. This includes being able to determine when a caller needs to speak to an RN urgently.

Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.

Provide callers with address, directions and other information on a need to know basis with full understanding of HIPAA requirements.

Welcome clients, determine nature of business and announce visitors to appropriate personnel.

Perform other clerical duties as needed, such as filing, photocopying and collating.
 

Assist Medical Case Managers as requested.

Release Purchase Order numbers to Medical Case Managers as requested.
 

Create service in CAREWare database for patient service invoices and return to Medical Case Managers for review and signature.
 

Create Purchase Orders for pharmacy invoices, return to Medical Case Managers for review and signature.
 

Ensure all Purchase Orders created during the month are returned with the monthly billing to the fiscal agent.
 

Create monthly spreadsheet of all Purchase Orders.
 

Enter services paid by program income into the CAREWare database as provided by Chief Financial Officer.

Prepare analysis of accounts, as required.

This position may require the employee to transport patient information in their personal or company vehicle. This information must be secured during transport.

 

Supervisory Responsibilities 

This job has no supervisory responsibilities.

Need to Know Access

The Receptionist will have access to the shared network with support level access to the CAREWare database for printing and entering demographic information. She/he will also have access to the call forwarding web portal.

Competencies 

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

Use of Technology - Demonstrate required skills; adapt to new technologies; troubleshoot technological problems; use technology to increase productivity; keep technical skills up to date.

Job Knowledge - Competent in required job skills and knowledge; exhibit ability to learn and apply new skills; keep abreast of current developments; require minimal supervision; display understanding of how job relates to others; use resources effectively.

Teamwork - Balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; able to build morale and group commitment to goals and objectives; support everyone's efforts to succeed.

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience 

High school diploma or general educational development (GED) certification.

Language Skills 

Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. 

Certificates, Licenses, Registrations 

None

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 regularly required to sit; use hands to handle charts and papers and reach with hands and arms. The employee is frequently required to stand and walk. The employee must frequently lift and / or move up to 10 pounds. 

Acknowledgements 

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. By signing below I am acknowledging that I understand and agree to perform the duties as listed and that all of my questions concerning this position description have been answered.

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ACKNOWLEDGED: Supervisor Signature    Date 

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ACKNOWLEDGED: Employee Signature Date

 

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