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Summary: Responsible for greeting, checking in and checking out patients and visitors; answering telephone calls and performing various administrative duties in a professional and timely manner.
Duties and Responsibilities include the following. Other duties may be assigned.
1. Answer multi-line telephone system, take accurate messages and screen and direct telephone calls to the appropriate person in an efficient manner.
2. Greet and identify patients and visitors in a friendly and professional manner as they enter the office.
3. Check-in patients for appointments. Request patients and visitors be seated in the waiting room in a courteous manner and communicate unexpected delays when necessary.
4. Maintain a neat and organized waiting room.
5. Confirm appointments and follow-up with patients regarding missed appointments via telephone.
6. Maintain new patient and follow-up patient waiting lists to notify patients of openings.
7. Document when patients cancel appointments in accordance with company policies.
8. Review and update patient charts in accordance with practice guidelines. Document precisely, concisely and professionally in the office electronic health record. This includes verifying that addresses, phone numbers, emails, insurance information and all other patient information is entered correctly.
9. Schedule patients for appointments, ensuring appointment hours are filled in accordance with appointment scheduling guidelines.
10. Demonstrate a proactive work ethic and communicate with patients in a professional, friendly and courteous manner, especially when dealing with angry or irritated patients.
11. Call / Notify patients of results of labs, radiology exams, MRI’s as instructed by physician.
12. Triage phone calls as instructed by physician.
13. Order labs, testing, radiology exam and RX’s as instructed by physician.
14. Verify benefits for IUD’s.
15. Schedule exams with outside physicians as instructed by physician.
16. Scan patient histories into medical chart.
17. Assist patients to exam rooms, when needed.
18. Maintain a neat and organized waiting room.
19. Process the required referral forms, when necessary.
20. Assemble and process incoming and outgoing mail to include receiving and distributing mail, as well as operating postage machine.
21. Notify supervisor immediately of the need for equipment repairs, general maintenance issues and/or computer hardware/software issues or problems.
22. Notify supervisor of any questions and/or concerns about job responsibilities and/or office policies or procedures.
23. Acquire necessary medical records and documents for patient charts by communicating with other offices and facilities.
24. Print daily schedule and prepare lab results for daily appointments.
25. Receive payments from patients for services rendered and goods purchased. Remind patients of past due balances at the time of the office visit.
26. Enter financial transactions and miscellaneous correspondence in computer in corresponding software.
27. Maintain files in an organized and accessible manner to include updating information, purging files and creating new filing systems as needed.
28. Complete medical forms, reports and correspondence as required.
29. Perform other duties or projects 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.
Language Ability:
Ability to effectively present information in one-on-one and small group situations, to customers, patients and other employees of the organization. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
Math Ability:
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 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.
Computer Skills:
To perform this job successfully, an individual should have knowledge of Microsoft Word, Microsoft Outlook, Microsoft Excel, EPIC (electronic medical record application) and must be able to successfully navigate the Internet.
