Front Desk Coordinator

Job description

FRONT OFFICE COORDINATOR JOB DESCRIPTION

Qualifications: Medical front office experience, phone and computer experience.

WorkExpectations: Excellentcommunication and organizational skills; ability to interface with HRC team, Physicians, and Supervisor

Reportsto: Regional Manager

WorkSchedule: Full Time - Monday through Friday

Note:

This document is intended to describe the general nature and level of work performed.

It is not intended to serve as an exhaustive list of all duties, skills, and responsibilities

required of personnel so classified.
JOB FUNCTIONS AND RESPONSIBILITIES
Primary Responsibilities

1. General

· Clean waiting room and reception area and keep in an organized manner.

2. Greeting Patients

· Greet patients - main priority is to greet patients in a friendly manner.

- Confidentiality is key.

- Address patients by their first names only (HIPAA).

· Make sure new patients register, sign and complete all new patient information.

· Give patients their paperwork.

· Check insurance benefits in the ledger and collect for the service.

· Assist with answering all questions/concerns that they may have.

· Greet clinic patients and make sure the chart is pulled.

· Give chart to the appropriate staff member.

· Collect payment or co-pays from “cash patients” after seeing the physician.

· Schedule next appointment on instructions from nurse or physician.

3. Answering Phones

• Main priority is to get all calls answered in a friendly, efficient manner.
• Greeting: “Good morning or good afternoon Huntington Reproductive Center or HRC. This is ____________________. How may I help you?”
• When putting a patient on hold, indicate that right away in a pleasant professional manner.
• Take all appropriate information for new patient appointments.

– Schedule appointment under correct physician/location when patient calls without being sent by a referring physician.

– Follow HRC guidelines and assign correct physician.

– Put information in the computer system.

• Schedule follow-up appointments.
• If it is a nursing call, screen the call appropriately. (See P&P)
• Follow the instructions that have been given to you by each nurse/coordinator.

– They will either take the call or you will need to transfer the call to their voicemail.

• If you have a call from a laboratory, transfer the call to the Back Office Medical Assistant.

3. 3rd Party

• Inform nurse when egg donor, surrogate matching letter is received from the agency.
• Set up account in the computer system for Egg Donor / Gestational Carrier and their partner, if they are new to HRC.
• Contact recipients and collect payment for Egg Donor / Gestational Carrier screening.

– Make sure they are linked in the computer system.

• Call Egg Donor / Gestational Carrier and set up initial consult with physicians.

4. Fax Machine

· Main priority is to make sure that all faxes go through.

· Stamp with date and initials.

· Make sure that faxes are put in correct team member’s box.

5. Mail/Pulling Charts for the Next Day

· Sort all mail daily.

· Make sure physician signs and reviews all correspondence that requires a signature.

· Make sure all signed correspondence is copied and mailed back to the appropriate place.

· After lunch print out daily schedule and pull charts for the next day.

6. Marketing New Patient Packets & Lunch & Learns

· Print Welcome Letter and mail to patient with the new patient packet.

· Assist with preparation of new patient packets and marketing packets.

· Coordinate Lunch & Learns for the physicians with the Marketing Assistant in Pasadena and schedule appropriately.

· Fax daily schedule to physician.

7. Collecting Payment and Making Deposits

· Collect payment for service or co-pay.

· Collect Egg Donor / Gestational Carrier screening payment.

· Obtain credit card number and collect for telephone consults.

· Make copies of check/cash with superbill.

· Batch all the credit cards and match total at the end of the day.

· Forward the batched copies of credit cards to Pasadena.

· Enter all payments in the account log book.

· Total the cash and checks at the end of the week

· Make deposits.

Job Type: Full-time

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Required)
• healthcare: 1 year (Required)
• OBGYN/Fertility: 1 year (Required)

Ability to Relocate:

• San Diego, CA: Relocate before starting work (Required)

Work Location: Multiple locations