Medical Receptionist

 Position:  Front Desk Receptionist / Referral Specialist

Responsible to: Office Manager, Front Office Supervisor

Supervisory Responsibilities: None

Job Summary: This position is the first contact with the practice for patients and must portray a patient friendly environment. This position is responsible for scheduling appointments, collecting and posting payments from patients at time of service, answering telephone calls, verifying patient insurance and eligibility, scheduling referrals, and checking patients in. This position may have extended hours and you may be asked to work at multiple locations.

Educational Requirements: High school diploma or equivalent required

Qualifications and Experience:

 ·         Comfortable using email and interacting with internet applications

·         Proficient keyboard skills and Microsoft Office proficiency

·         Knowledge of practice management software

·         Ability to work with and comfort patients

·         Strong written and verbal communication

·         Ability to perform multiple and diverse tasks simultaneously- multitask

·         Familiarity with scheduling and re-arranging appointments

·         Proven experience handling irate patients and dealing with conflicts

·         Proven success asking for payment, making change, and balancing cash drawer

·         Reliable and highly motivated

·         Team player and able to avoid interpersonal conflict with other employees

·         Able to handle constructive criticism and use it to improve job performance and patient care

·         Neat and professional appearance

Responsibilities include, but are not limited to the following:

·         Answer the telephone pleasantly and route calls or take messages

·         Professionally greet patients as they come into the office

·         Take hospital consult information, enter patient data into system, notify provider of consult

·         Check fax queue and enter referral information and patient demographics

·         Call patients to schedule and confirm appointments

·         Print out new patient paperwork and confirm all appropriate forms are complete

·         Advise patients of what to bring to visit

·         Check-in patients and obtain required information (insurance cards, ID, copay, deductible, etc.)

·         Check voicemail promptly and return calls

·         Enter demographic and insurance information accurately

·         Verify data with patients when scheduling appointments

·         Enter referrals and authorizations into computer

·         Request authorizations for procedures, office visits, etc.

·         Obtain email addresses and educate patients on using the patient portal, encourage patients to request appointments, prescriptions, and/or fill out their paperwork online

·         Schedule all patient appointments according to physician specified protocols

·         Inform all patients of practice policy of collecting payment at time of service

·         Assist patients in applying for financial aid (hearing aids)

·         Reschedule all patients when the physician must cancel office hours

·         Call patients if returned mail is received and update patient information

·         Scan documents into EMR

·         Facilitate requests for incoming referrals, fax appointment information back to referring physicians

·         Monitor schedule, alert patients of any delays and offer alternatives to waiting

·         Notify patients by phone if physician will be arriving late to the office

·         Collect payment from patients on date of service, collect past due balances

·         Post payments from each encounter

·         Balance and reconcile transactions at end of day

·         Confirm appointments for next day and check balances and credits

·         Verify insurance eligibility for all patients

·         Replenish paper in printer

·         Maintain and clean waiting room before patients are seen by physician

·         Open and Close office each day, according to protocol (turn on lights, etc.)

·         Check email regularly and reply to emails daily

·         Facilitate any physician request throughout the day

·         Set thermostat to required setting at beginning and end of day

·         Maintain patient confidentiality, comply with HIPAA and compliance guidelines

·         Maintain detailed knowledge of practice management and other computer software as it relates to job functions

·         Attend all regular staff meetings

·         Perform all other tasks and projects assigned by the Administrator, Office Manager, Front Office Supervisor, and Physicians

Typical Physical Demands: May require sitting for long periods of time, stooping, bending, and stretching for supplies. Employee may occasionally be asked to lift up to 20 pounds. Position requires manual dexterity sufficient enough to operate a keyboard, computer, telephone, calculator, copier, and other office equipment as necessary. Position also requires viewing computer screens and typing for extended periods of time. Work environment can be very stressful at times.

Typical Working Conditions: Work is often performed in a reception area and involves frequent contact with patients. Work may be stressful at times. The employee must be comfortable asking patients for money. Interaction with others is constant and interruptive. Contact involves dealing with patients and family members that are concerned about their health and how that affects many facets of their lives.