Intake Representative

Job Description

Gaylord Hospital

Job Description

Job Code: 5808

Grade: 115

EEO: 5

Job Title: Intake Representative

Department: Outpatient Medical Services and Outpatient Therapy Services

Reports To: Manager, Outpatient Medical Services, Psychology and Patient Access Supervisors.

FLSA Status: Non-Exempt

Prepared By: Cheryl Joyner

Summary: Performs a variety of administrative, receptionist and clerical tasks to support front office functions of the Outpatient Medical Services Department and Outpatient Therapy Department.

Essential Duties and Responsibilities: include one of the following roles under the Intake Representative Task list.

Patient Facing Intake:

• Answers incoming calls professionally and courteously, directs calls to appropriate staff members, takes complete messages with caller’s name, date, time and phone number.
• Greets patient, gives patient intake materials and HIPAA Privacy Practices, “attends” patient in EMR, and notifies staff/ provider of patient’s arrival. Obtains appropriate signatures on consent forms and creates and processes patient’s chart.
• Schedules patients for physician and therapist appointments, cancels and reschedules appointments, optimizing use of provider time through efficient scheduling. Adjusts clinical treatment schedules as directed by the clinician.
• Files and retrieves medical records.
• Collects copays and payments or balances on accounts and manages credit card payments.
• Enters charges and payments for patient visits.
• Answers inquiries regarding Gaylord Health Systems and assists patients, families and visitors in resolving problems.
• Delivers customer service based on department standards.
• Performs all other related duties as assigned.

Pre-Registration Intake:

• Registers new patients by obtaining required physician and patient information, and updates patient demographics on return visits. Obtains, verifies and enters information into Meditech. Completes MSP Questionnaire accurately and completely.
• Works with other Gaylord departments, including Registration, Benefits, Radiology, Laboratory and Pharmacy.
• Answers inquiries regarding Gaylord Health Systems and assists patients, families and visitors in resolving problems.
• Utilizes resources available to ensure clean data entered into the EHR system.
• Processes referrals, maintains pending appointment list and wait lists, scheduling appointments within 48 hours of referral.
• Delivers customer service based on department standards.
• Performs all other related duties as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associate's degree preferred and 2 years related experience and/or training or equivalent combination of education and experience.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registrations:

None required.

Other Skills and Abilities:

Proficient in Micro Soft Office software. Proficient in Practice Management Systems. Excellent organizational skills. Knowledge of coding and medical terminology. Multi-tasking, flexibility, telephone skills, customer service, time management, organization, attention to detail, professionalism, quality focus.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: Sitting, typing, computer use. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job: Ability to multitask is essential. Fast-paced environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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Employee Signature Date

Job Requirements

Data not provided