Clerical Assistant – Rehabilitation Services | Full Time (32-40 hours per week)

Holly Thompson

Why Blue Mountain Hospital District & Grant County?

The Blue Mountain Hospital District (BMHD) is located in Grant County, Oregon, at the heart of the John Day River, in beautiful, rural, Eastern Oregon.  Our District is comprised of a Critical Access Hospital (CAH), Family & Rural Medicine Clinic, Home Health and Hospice, Emergency Medical Services, an Intermediate Care Center and all of the supporting ancillary departments necessary to care for the health and wellness of our community.

Our District spans from John Day to Prairie City, nestled in a valley surrounded by the Blue Mountains.  The Strawberry Mountain Range and John Day River Valley offers a variety of outdoor activities, from abundant hiking/mountain biking/horse riding trails, to high and low lakes and ponds.  Our area is known to be a “go to” place not just for recreation, but also for big game hunting and fishing!

Join our family-like team and settle into a lifestyle that is hard to beat!

For more information on our area, visit our Grant County Chamber of Commerce page at:

Job Summary

Rehabilitation Services Clerical Assistant is responsible for performing administrative duties related to patient and rehabilitation professional staff. This includes greeting patients, scheduling appointments, verifying patient demographics, and managing insurance authorizations. Assistant participates in performance improvement and continuous quality improvement (CQI) activities. The overall focus is to provide the highest level of customer service while maintaining optimum utilization of appointment times and maximizing therapist productivity. May also produce reports and complete special projects as directed by the Rehabilitation Services Manager.

Essential Functions and Responsibilities

  • Promotes the mission, vision and values of the BMHD.
  • Operates the multi-line telephone system in a professional manner. Directs calls to appropriate staff, taking accurate messages and responding to inquiries appropriately.
  • Greet patients, family and staff in a respectful and professional way.
  • Schedules patient appointments and manages patient flow.
  • Obtain and enter patient information into the computer system accurately, including demographics, insurance and medical records.
  • Use web tools to collect insurance information and eligibility for every patient.
  • Request and keep track of insurance authorizations throughout a course of care.
  • Organize and file documents and correspondence accurately, on a timely basis.
  • Organizes and maintains client records within Web PT.
  • Transfers medical records at the end of course of care for archiving.
  • Manages and organizes department space for therapists.
  • Opens/Closes clinic- Put away equipment, disinfect exercise equipment, lock/unlock doors, shut & lock window, restock linens in treatment rooms.
  • Complies with all applicable company policies and procedures.
  • Communicates appropriately and clearly to the Rehab Services Manager, administrative staff and co-workers.
  • Demonstrates the ability to be flexible and organized in stressful situations.
  • Maintains a professional working relationship with insurance companies as well as referring physicians and their staff.
  • Manages and operates equipment safely and correctly.
  • Supports and maintains a culture of safety, quality and professionalism.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications, attending webinars, establishing professional networks, participates in professional organizations.
  • Any additional duties pertaining to the daily operations of the Rehabilitation Services Department as assigned by the Rehab Services Director.

Core Accountabilities


Demonstrate ability to maintain a high level of output without sacrificing quality.

  • Able to demonstrate and maintain consistent and efficient performance.
  • Able to work with small products with repetitive motion and dexterity required.
  • Ability to determine appropriate course of action in more complex situations.
  • Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work.
  • Ability to complete work assignments accurately and in a timely manner.
  • Completes annual education requirements.

Technical Skills

Demonstrate ability to learn and maintain appropriate technical skills to effectively support the electronic record system.

  • Displays proficient understanding of electronic medical records.
  • Displays the ability to demonstrate leadership, good interpersonal relationships and the application of sound administrative principles.
  • Ability to communicate to effectively, both oral and written through e-mail, presentations etc.
  • Proficiency with Microsoft Google Calendar, Gmail, Excel, PowerPoint, keyboarding, and reporting.


Establish & maintain solid work relationships, through communication, cooperation, and positive interaction with all employees, staff and physicians.

  • Approachability – build rapport by making the effort to be cooperative and adaptive, put others at ease, and support co-workers.
  • Listening – practice active listening; display patience when listening to the views of others, and discuss differing opinions with an open mind.
  • Problem Solving work with others to prevent problems & find a solution when issues arise.
  • Effectively and consistently communicates administrative directives to personnel and encourages interactive departmental meetings and discussions.

Customer Service

Exhibit professional behavior while being caring and compassionate.

  • Customer Focusdedicated to meeting the expectations of the internal customer. Demonstrate sensitivity, empathy, concern and respect for others.  Act with the patient care in mind, gain trust and respect by building and maintaining effective relationships.
  • Maintain confidentialityin accordance with the hospital and department regulations
  • Maintain patient confidentiality at all times by adhering to the federal HIPAA regulations.
  • Represents the organization in a positive and professional manner at all times.
  • Establish and maintain cooperative working relationships with others including physicians, nurses, administrators, managers, vendors, and other health care industry personnel.

Effective Use of Resources

Maximize the resources while minimizing waste and controlling expenses.  This includes the effective use of work time and supplies, working safely, following established work practices, and seeking ways to improve operations.

  • Improvement – recommend procedures that reduce costs and streamline operations while improving quality.
  • Maintain neat, clean and professional work area.


Self motivated and contribute to new ideas.

  • Improvements – initiate improvements and apply new methods of working to help achieve goals.
  • Learning on the go develop an action plan when facing new problems, and be open to change.

Supervisory Responsibilities

  • None

Supervised By

  • Reports to the Rehabilitation Services manager

Knowledge Skills and Abilities

  • Maintains self-motivation and sustains a high level of momentum.
  • Able to successfully prioritize when faced with requests, demands and deadlines.
  • Knowledge of customer service concepts.
  • Must be extremely detail oriented and able to perform accurate and thorough recordkeeping
  • Proven ability to communicate effectively, both in written and oral form.
  • Ability to communicate effectively in English, both verbally and in writing.
  • Proven ability to work as part of a team, in a fast-paced production-oriented environment.
  • Expresses excellent judgment, discretion and decision making abilities.
  • Maintains a sensitive, fair and impartial approach to dealing with employees.
  • Supports and maintains a culture of safety, quality and positive patient experience.
  • Working knowledge of relevant regulatory requirements: CMS, National Patient Safety Goals (NPSGs), and continued readiness related to healthcare or hospital standards.
  • Ability to prioritize, highly organized.

Education Requirements

Required:         High School Diploma or GED Equivalent.

Preferred:        Experience in a medical setting, knowledge of basic medical terminology, and experience with an online scheduling system preferred.

Certification/Licensure Requirements

Required:         Basic Life Support (BLS) certified by American Heart Association (AHA). MUST obtain within 60days of hire.