Job Description

Since 1958, The Ear, Nose, Throat & Plastic Surgery Associates has combined quality patient care with state-of-the-art innovation. With a tradition of excellence more than 50 years strong, our unanimous goal is to serve our patient’s individual needs and exceed their expectations. We are uncompromisingly dedicated to excellence and achieving quality results for every patient that chooses to visit us. Are you a compassionate leader who believes in providing world class patient care? If the answer is yes, this is the position for you!

SUMMARY

The Medical Receptionist is a full-time, 40 hours a week, hourly position. This person will be cross trained in all positions at the front desk including check-in, check-out, chart prep, operator and perform all other front desk duties. Represents the practice in a positive professional manner. Travels to all offices as needed. Must be flexible in doing job duties. Requires strong customer satisfaction skills.

• Being bilingual in English and Spanish is required for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned.

• Schedules appointments. Obtains all necessary information and checks half-screen for past due amounts or any other relevant information. Enter appointment information properly into computer including insurance information. Mails or faxes paperwork to new patients, explaining to patients that they need to obtain referrals, brings scans, etc. when they come to the office for their appointment. (See appointment scheduling procedure for details.)
• Helps answer incoming telephone calls, schedules appointments, takes clinical staff messages and forwards calls to appropriate personnel or departments. Answers questions about organization and provides callers with address, directions, and other information.
• Calls patients to remind them to do portal for their appointment for the next 2-3 days' schedule by direct contact with patient or leaving message on their phone machine. Reminds the patients when calling them that they need to bring their insurance card for each visit and confirms HMO patients have their referrals. Cancels or re-schedules appointments on the computer if necessary for these patients. Notifies the front desk staff and surgery scheduler of these changes.
• Utilizes White Book as daily resource and is familiar with the contents of the White Book to use as a daily resource. Keeps the book up to date and suggests information to add when appropriate.
• Stays informed and up to date on all managed care plans the physicians are enrolled in and what their individual referral requirements are.
• Looks up chart numbers/EHR for Medical Records.
• Checks patient reception area daily before going to lunch to be sure it is neat, clean, and stocked with magazines, so the area is ready for the afternoon patients.
• Participates in staff meetings and front desk tip meetings.
• Familiar with and complies with HIPAA regulations and all general office policies and procedures.
• Actively participates as a positive team player at the front desk, assisting other positions when possible. Contributes to a positive, professional, and caring atmosphere at the front desk and in the office as a whole.
• Check-In: Greets and checks in patients with a positive, courteous, expeditious, and professional manner when they arrive for their appointments, verifies insurance authorizations, completion of appropriate paperwork, answers phones, and helps to route clinical staff messages. Keeps patients in the reception area aware of any delays and handles any concerns of patients waiting for appointments or approaching the front desk for assistance. Assists in meeting the needs of and assuring satisfaction of all patients in the reception area.
• Check-Out: Checks out patients as they leave the office, collects patient due amounts, answers phones, helps to route telephone messages from the answering service and other front desk duties.
• Operator: Answers phones, makes, and confirms appointments, takes clinical messages, transfers calls to appropriate personnel and assists other front desk positions.
• Chart Prep: Prepares charts and reviews EHR records for patient appointments. Obtains insurance authorizations.
• Floater: Floats to each front desk position in each office as needed. Assures all new and established patients requiring insurance authorizations have them prior to their appointment visit. Pulls charts daily for clinical staff for all lab reports and files charts. Confirms patient appointments. Answers incoming phone calls, makes appointments, takes clinical staff messages, and backs up check-in front desk position on a routine daily basis.

Requirements:

• Strong communicator and all communications are done with professionalism and respect.
• Excellent computer skills
• Be motivated to learn
• bilingual in English and Spanish is preferred

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED)

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

COMPUTER SKILLS

Must have computer knowledge of basic programs such as Microsoft Word and Google programs.

MATHEMATICAL SKILLS

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

This job does not require any specific certificates, licenses, or registrations.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and distance vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 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.

NOTE: This job description is not intended to be all-inclusive. Other duties as assigned to meet business needs.

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