Medical Office Receptionist

Description
Position Summary

With a customer service orientation, accurately performs assigned portions of telephone answering, appointment scheduling, Check-In, Rooming, and Check-Out

Requirements
Key Responsibilities

Telephone answering & appointment scheduling
Answers the telephone pleasantly, ideally by the third ring; schedules appointments, routes call or takes message
Receives fax referrals from physician and other sources. Contacts patients to schedule appointments. Explains to patient which pieces of information they are to bring, provides a range of potential charges for the visit and the patient’s financial obligation, provides patients several scheduling options, follows scheduling guidelines
Verifies patient’s insurance eligibility using batch eligibility and online tools
Obtains payor-required authorizations for office visits, including those for Worker’s Compensation patients.
Makes reminder phone calls or uses automated systems 48 hours before designated patient appointments
Check In & Registration
"Opens" the office each day, according to protocol
Runs the daily schedules one day ahead—makes a copy for each physician, the MAs, and the front desk
Prints face sheet for all new patients scheduled, as per Provider’s preference
Prints notes and test results for the visit for every Provider
Greets patients as they arrive for scheduled appointments
Provides new patients appropriate paperwork for required signatures
Presents patients with iPad to complete and verify the patient’s information
Confirms demographic and insurance information for new and established patients, according to protocol; scans each patient's insurance card and photo ID, front and back
Confirms that electronic insurance eligibility was completed, or repeats prior to visit
Explains financial and collection policies to new patients—provides written guidelines to each patient
Ensures all patient paperwork is complete before patient is seen—flags the chart for the clinical staff
Informs patients in the reception area when the physicians are running behind—offers to reschedule them
Collects copayments from patients at the time of their visit—goal is to collect at least 90% of all collectable charges daily— posts payments into the computer and provides patient with a computerized receipt
Screens visitors and responds to routine requests for information
Keeps the patient reception area neat and clean at all times throughout the day
Assists in rooming patients, as necessary
Check Out

Requests payment in addition to the day’s services from patients with outstanding account balances—posts payments into the computer and provides patients with a computerized receipt
Ensures physicians complete encounter forms
Posts daily charges and payments from each encounter form into the computer system
Schedules follow-up appointments for patients before they leave the office
Facilitates requests for referrals; schedules tests and specialist appointments as needed; pre-certifies tests as required by insurance company
Balances daily over-the-counter transactions and reconciles encounter forms; prepares deposit slip and delivers Batch Summary packet to the Billing Coordinator
Ensures WC Quick Note and Work Status is completed, faxed and given to WC Liaison
“Closes” the office each day, according to protocol

Other Shared Duties
Ensures all faxes are cleared out of Provider Flow and distributed throughout the day
Sorts incoming reports and directs to appropriate person
Maintain and respect the confidentiality of patient information in accordance with company policy & procedure, and
HIPAA & compliance guidelines
Attends all regular staff meetings and continuing education sessions as required
Regular attendance is required
Presents professional image in manner, appearance, motivation and work habits
Performs other duties as assigned
Critical Skills & Attributes - Academic/Technical Qualifications

HS diploma or GED required
Industry Experience

Minimum of 2 years’ experience in a medical office
Knowledge of HIPPA & OSHA guidelines
Working knowledge of medical practice management systems and electronic medical records
Basic knowledge of computers and medical terminology is mandatory
Communication Skills

Excellent verbal, written, and interpersonal skills
Bilingual Spanish is a plus
Ability to work well with physicians, supervisors, peers, patients, and others
A committed and result-driven attitude to work as a high ethical and professional standard.
Unquestionable commitment to confidentiality, quality customer service and professionalism.