Clinic Office Assistant

Overview

Clinic Office Assistant Jobs in Billings at Youth Dynamics of Montana

Company:
Yellowstone Boys & Girls Ranch
Industry:
Mental Health Care
Level:
Full Time
Location:
Billings Campus – Billings, MT 59106
Compensation:
$19.21 – $21.62 Hourly
OVERVIEW
Position Summary
The Clinic Office Assistant plays a key role in supporting the day-to-day operations of the medical clinic by providing comprehensive administrative and clerical assistance to Practitioners and the Director of Nursing. This position is responsible for maintaining clinic and on-call schedules, managing phone and email communication, and ensuring timely coordination of appointments both on-site and in the community. Upload youth photographs and scheduling required assessments.
Position Details
Additionally, this role oversees appointment logistics, assists in securing guardian consent, and communicates with external providers and payers to coordinate care. Strong attention to detail, excellent customer service, and organizational skills are essential for effectively supporting clinical operations and ensuring compliance with documentation standards.
RESPONSIBILITIES
Coordinate
Contact guardians to confirm the willingness to pay for off-site medical services and, when necessary, assist in coordinating payment arrangements with external providers (e.g., dental, vision).
Schedule
Schedule Multi-Disciplinary Treatment Planning Reviews (MTPRs) and medication checks; update changes in both the EMR and Practitioners’ Outlook calendars. Coordinate and schedule all medical appointments, whether in the community or with YBGR medical staff, and ensure all necessary paperwork is prepared in advance.
Support
Provide comprehensive clerical support to all Practitioners and the Director of Nursing. Support agency goals through active participation in the development and achievement of individual, departmental, and organizational objectives. Collaborate constructively with colleagues across the organization. Participate in all required and relevant training to support professional development and agency effectiveness. Engage in monthly supervision or coaching sessions with the designated supervisor.
Document
Accurately document communications with guardians and insurance companies in the EMR, including consent and financial agreements. Take and upload photographs to the Electronic Medical Record (EMR) system upon admission.
Assist
Transport youth to appointments on-site and in the community as required to meet the clinic mission. Take initiative to identify challenges and propose or implement solutions.
Performance
Perform other duties as assigned to support clinic operations and organizational needs. Remain mindful of and sensitive to the cultural and socioeconomic backgrounds of the individuals served. Demonstrate and model YBGR’s mission, values, and standards of professionalism.
Compliance
Comply with all organizational policies, procedures, safety standards, and operational systems.
REQUIREMENTS
Proficiency
Strong Organizational Skills – Ability to manage multiple schedules, tasks, and priorities efficiently in a fast-paced clinical environment. Attention to Detail – Accuracy in documentation, scheduling, EMR updates, and insurance verification to ensure high-quality clinical support.
Values
Faith – is being sure of successfully achieving our mission, based upon our trust in a loving creator. Integrity – doing what is right, putting the needs of others above your own, and living by the highest values. Relationship – being committed to one another in a mutually respectful, dignified, healthy, and honoring manner. Stewardship is the use of any resource or talent entrusted to YBGR to fulfill the mission and values.
Qualifications
21 years old or older. Criminal / Child Abuse Clearance: Must pass criminal record and child abuse registry background check as required by the State of Montana. A minimum of 1 year of professional experience in administrative management or similar role. Preferred: A minimum of 1 year of professional administrative experience in a medical or clinical setting.
Skills
Confidentiality and Professionalism – Ability to handle sensitive information appropriately and represent the organization in a professional manner at all times. Must remain calm and professional in high-pressure or emotionally charged situations. Technical Proficiency – Competence in using Electronic Medical Records (EMRs), Microsoft Outlook, and basic office equipment (phones, copiers, etc.).
Communication
Excellent Communication Skills – Clear, professional verbal and written communication, particularly when interacting with practitioners, guardians, external providers, and insurance companies. The ability to effectively interact and communicate with others.
Education
High School Diploma or GED. Willingness and ability to obtain certification in First Aid/CPR and Violence Intervention Prevention.
Work Environment
Exposure to standard office and medical clinic conditions including frequent interaction with staff, clients, and visitors.
ABOUT US
Yellowstone Boys and Girls Ranch, a nonprofit organization, is trusted locally and nationally as a leader in the field of mental health care for children and their families.
Each day, YBGR’s employees work with close to 1200 youth throughout Montana who struggle with controlling emotions and behaviors. YBGR has impacted more than 10,000 youth and their families since 1957 through Residential Services in Billings, Community Based Services throughout Montana, and the Yellowstone Academy in Billings.
The principles encompassed by Yellowstone’s Mission Statement and Values lie at the heart of Yellowstone Boys and Girls Ranch.
These principles relate to and help maintain the moral integrity of our work. Yellowstone Boys and Girls Ranch directs all its activities, programs, its hiring practices, and develops its goals around these principles.
For more information:
www.ybgr.org

Title: Clinic Office Assistant

Company: Youth Dynamics of Montana

Location: Billings