Receptionist

Classification
Non-Exempt

Reports to

Clinic Coordinator

Date
August 2017

JOB DESCRIPTION

Summary

Under the general and direct supervision of the Clinic Coordinator, provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering incoming calls, directing calls to appropriate staff, mail distribution, flow of correspondence, requisition of supplies, as well as additional clerical duties.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Computer Systems: GE Centricity Practice Solution EMR, Kryptiq Secure Messaging, Biscom Fax Service, Microsoft Office Suite, Solution Reach patient communications.

Check-In: Obtain patient information utilizing web-based onsite registration, website registration, or PM. Schedule patient for an appointment, check-in the patient, collect and input insurance information, utilize appropriate batch, and notify the nursing staff of any pertinent information related to urgency of patient condition. Have all appointments that fall outside of designated templates approved by Clinic Coordinator. Take updated photo of patients for chart. Keep patients informed of approximate wait time. Offer cell care to eligible patients.

Check-Out: Import correct procedure and diagnostic codes from EMR to PM, collect and post proper payment and payment form, print appropriate receipt for patient, approve visit as paid for Satellite Med insurance, approved primary for commercial insurance, print statement for company, utilize correct batch, process payment utilizing Satellite Med’s Credit card processor, and make appropriate follow-up appointment. Set up payment plan per protocol for patients choosing this option. Offer Care Credit to eligible patients. Import faxes to appropriate chart using Document Management.

Phones: Utilize phone system properly, answer phones in a courteous manner, quickly identify caller’s needs, route calls appropriately, create complete flag and phone notes and route appropriately. Reply to all phone notes and flags in a timely manner. Have a working knowledge of secure messaging and company email. Offer cell care to eligible patients.

Communication: Communicate with all staff, patients, and referring offices in an intelligent and professional manner using phones, EMR flags and phone notes, and Kryptiq secure messaging and company email; utilizing each method when appropriate. Follows up and seek resolution to complaints per policy and problems and report them to departmental supervisor. Report all incidents as per policy

Financial: Ensure proper handling of money and payment. Reconcile daily payments while maintaining batch spreadsheet; also closeout with appropriate supervisor.

Competencies

1. Flexibility.
2. Communication Proficiency.
3. Collaboration Skills.
4. Customer/Client Focus.
5. Technical Capacity.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position is also responsible for keeping the front lobby clean and stocked.

Physical Demands

This is largely a sedentary role, however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand as necessary.

Position Type and Expected Hours of Work

This position offers both part-time and full-time positions. Front office staff is expected to be present until the last patient leaves at the end of the day.

Travel

No travel is expected for this position.

Preferred Education and Experience

1. Minimum of High School diploma or equivalent

2. CPR and/or AED Certification is recommended

3. No experience necessary, however, previous experience in a medical office is preferred.

Additional Eligibility Qualifications

None required for this position.

Work Authorization/Security Clearance (if applicable)

Must be authorized to work in the United States.

Other requested traits/skills

Must display Computer Proficiency in all systems, Exemplary Customer Service Skills, Practical Problem Solving Skills, Organizational Skills, Communication Skills, Ability to work under stress and with frequent interruptions, Ability to multi-task.

Must be Courteous, patient, respectful, tactful, friendly, detailed, motivated, persistent, highly focused, meticulous, thorough, assertive, critical thinker, resourceful, positive, dependable, team player

Exposures: No unusual hazard risks. Potential risk of exposure to illnesses, blood-borne pathogens, diseases, and various chemical agents.