Front Office Receptionist/Scheduler

General purpose
Under the supervision of the Office Manager, serves as the initial contact person for the organization. Answers the phone and performs a variety of secretarial and clerical functions to assure the continuity of patient flow, the establishment, and verification of medical records. Carries out other duties and responsibilities as assigned. Participation in AM Huddle, and PM Handoff office meetings to coordinate patient care.

Major responsibilities and duties

- Serves as initial contact person for organization

• answers the phone within 3 rings in a courteous manner, identifying self and the office at all times. Follows office telephone procedures.
• Assists caller or visitors, such as drug company representatives, in any way possible, routing them to the most appropriate personnel within the organization.
• Maintains complete and accurate telephone or visitor messages for office personnel, assuring accurate routing of messages in accordance with office procedures.
• Obtains messages from the answering service each morning and makes the appropriate follow-up phone calls as needed.

- Responsible for setting up the format, filing and maintenance of medical records

• Maintains and protects confidentiality of patient information.
• Prepares new patient charts in EMR and obtains insurance information and copy of photo ID from patient
• Instructs new patients to complete and sign family history and privacy guidelines forms.
• Pulls charts for the day, prepares individual patient billing sheets and places charts in the appropriate file area for the doctor utilizing EMR. Files correspondence, x-ray and lab reports, forms after signature of initialed by doctor in an orderly fashion as demonstrated by the prompt retrieval of medical records on EMR
• Compiles chart for the release of medical information and ensures appropriate signatures are obtained prior to dissemination. Tasks included confirming patient approval for release of information and determing if a fee for release is required from the billing office.
• Assists others in the storing, retrieving, checking, correcting, and copying of patient charts and prepares active records for transfer to inactive storage on EMR

- Schedules appointments and administers the appropriate follow-up of patients according to office procedure

• Accurately logs appointments into the appointment section of EMR
• Informs patient on the most appropriate time to arrive, anticipating doctor schedule and need to obtain patient information prior to appointment time, especially for new patients.
• Calls and confirms appointments 24 hours prior to office visit.
• Pulls charts for the next day appointments. If the patient chart is not available, prepares a temporary replacement chart.
• Prepares billing sheet and determines co-pay if any, and attaches form to chart
• Faxes appointment schedule page to billing office in order to deteremine if patient is past due on a payment in an attempt to collect payment when patient is in the office.
• Calls same day, patients who have cancelled or are no shows for their appointments in order to reschedule
• Disseminates accurate information regarding the organizations medical, patient payment and insurance billing procedures.
• Preparation, and participation in Office Quality of Care Studies (Advocate Clinical Integration, and Patient Centered Medical Home Care, CCM.

- Greets patients on arrival

• Maintains patient sign-in log
• Accurately obtains/verifies and documents patient name, address, phone number, insurance information and referral source at each visit.
• Provides new patients with the appropriate forms to complete in order to begin a medical record.
• Collects co-pay if appropriate, process credit card payments when necessary and batches out credit card machine at the end of the day
• Anticipates doctor's schedule and takes appropriate steps to notify patients if the doctor has been delayed, rescheduling appointments if necessary
• Notifies appropriate personnel of each patient arrival
• Prepares billing sheet ledger and collected co-payments to be given to the doctor for submission to the billing office
• Checks patients out, scheduling next appointment as indicated, prior to them leaving the office.

- Responsible for general secretarial and clerical duties to support the activities of the medical office

• Maintains and protects confidentiality of patient information
• Stocks front desk with necessary file papers and charts to ensure efficiency
• Assists in filing reports, results and charts as needed in EMR daily
• Disseminates appriopriate patient information, according to office procedure

- Assists in the on-going activities and maintenance of the office to ensure a clean and pleasant enviroment

• Places all files in appropriate space to maintain a neat and orderly work place
• Prepares request for office supplies and submits list to appropriate personnel
• Cooperates with others to maintain a neat and orderly office
• Maintains professional dress and decorum at all times when representing the organization. ]

Qualification requirements

To perform this jub successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowlesge, skill, and ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Customer service: 2 years (Preferred)

Work Location: In person

Application Deadline: 11/30/2021