Receptionist

Job Details: Job Location: KCTS

• Tulsa, OK, Position Type: Full Time, Salary Range: Undisclosed, Job Category: Admin
• Clerical, The Front Desk Receptionist serves as a primary point of contact for clients, visitors, and staff at Echota Wellness Center. This position provides administrative, scheduling, and client coordination support to ensure efficient daily clinic operations and a welcoming, respectful environment. The receptionist works closely with the Client Experience Coordinator and clinical team to help meet client needs, resolve concerns, and maintain continuity of care. The successful candidate must be highly organized, professional, kind, proactive, and able to solve problems and manage multiple priorities in a fast-paced healthcare setting.

Responsibilities include

• Greet clients and visitors with professionalism, kindness, patience, and respect; maintain a welcoming front desk and lobby.
• Answer and route incoming calls, respond to general inquiries, take accurate messages, and follow up promptly.
• Schedule, confirm, cancel, and reschedule appointments for clinical staff; communicate changes and resolve scheduling conflicts.
• Coordinate and schedule transportation for clients, including communicating arrangements and changes to appropriate parties.
• Assist with client insurance verification and communicate relevant information to designated staff.
• Run and review daily scheduling reports, identify potential concerns, and present scheduling updates during daily staff huddles.
• Attend weekly meetings, take accurate notes, and prepare or distribute meeting summaries as directed.
• Work closely with the Client Experience Coordinator on tasks and initiatives that help ensure clients receive timely, attentive service.
• Communicate client needs and concerns to appropriate staff and assist with problem-solving while respecting role boundaries.
• Monitor inventory and order office supplies; receive, organize, and distribute deliveries as needed.
• Coordinate and place weekly lunch orders for staff meetings and clinical staffings.
• Maintain accurate scheduling and administrative records; assist with filing, scanning, data entry, and other office tasks.
• Protect confidential client information and follow HIPAA requirements and organizational policies.
• Collaborate with clinical and administrative staff and perform other duties as assigned.

Qualifications

Other Requirements:

• Associate degree OR at least three (3) years of medical office or healthcare office experience.
• Excellent organizational skills, attention to detail, and ability to prioritize competing tasks.
• Strong written and verbal communication skills and a consistently professional, compassionate demeanor.
• Ability to multitask, solve problems independently, use good judgment, and remain calm during frequent interruptions.
• Ability to work cooperatively with clients, clinical staff, and administrative team members.
• Proficiency with common office software and ability to learn electronic health record and scheduling systems.
• Ability to maintain confidentiality and comply with HIPAA and agency policies. UKBCB Personnel Policies
• Ability to lift and carry up to 30 pounds and perform routine office activities including sitting, standing, walking, and organizing supplies.
• Background or experience in substance use treatment, addiction services, or recovery-focused settings is preferred. NOTE: In reference to the Personnel Policy, Section 1-5 Employment At-Will, employees without a written contract for a specific fixed term are employed at will. Employment may be ended by either the employee or employer at any time, with or without notice, subject to applicable law and policy. UKB and Tribal preference applies.