What are the responsibilities and job description for the Front Desk Supervisor position at Watchung Pediatrics?
PRINCIPLE RESPONSIBILITIES:
· Knows and is capable of completing and fill in for any front desk positions as needed.
· Supervises all administrative personnel; Provide feedback to the FD Manager, Practice Manager, Dr. Katz and Dr. Barasch regarding employee’s performance.
· Monitor employee interaction with parent to ensure proper level of professionalism is maintained. Intervene when needed to diffuse potential negative situation and prevent escalation. Address parental concerns, remaining calm under stress.
· Provide an increased awareness of the front desk atmosphere to anticipate needs before they become problematic or interfere with the overall workflow.
· Oversee the check in process, including patient flow, policy implementation, patient interactions and phone etiquette.
· Verify provider schedules are properly entered into the system. Correct any scheduling discrepancies/ rescheduling appointments.
· Monitor the front desk duties listed below, ensuring they are completed in a professional and timely manner; Run reports as needed to randomly verify staff are performing their tasks correctly.
· Create daily job assignments for front desk.
· Monitor visit task.
· Regularly compare the monthly calendar to the system schedule, noting any discrepancies and taking action to correct them. Sit with the managing provider to determine if revisions are needed.
· Provide insight to the Front Desk Manager and other Front Desk Supervisors regarding the providers and scheduling needs: i.e.. Increased provider coverage, high walk-in demand, high well visit demand, over 18 paperwork, etc.
· Collaborate with provider and parents to accommodate the parent/patient needs and requests whenever possible.
· Review daily deposits to confirm all payments are linked and trials balance to the deposit ticket.
· Check Medicaid insurances for upcoming appointments.
· Attend Front Desk Supervisor Meetings to provide feedback and to devise/implement new workflows to increase efficiency; print recalls.
· Create office schedules, adjust timecards for missing punches for the Front Desk Staff; Advise Front Desk Manager if staff are chronically late, habitually absent or have potential overtime for guidance resolution.
· Train new staff on front desk duties.
· Schedule rep lunches.
· Complete all tasks within an acceptable time frame.
· Print recall list and set a scheduled for all ages.
· Arrive to work on time for regularly scheduled shifts. Days off are planned in advance. Absences do not exceed the yearly allotment.
· Portray an organized, professional image when associating with parents, insurance companies, and other health care organizations.
SECONDARY DUTIES & RESPONSIBILITIES:
· Completes any other clerical/ data entry duties assigned by FD Supervisor or Manager as needed.
· Maintain professionalism when interacting with patients and colleagues.
· Portray an organized, professional imagine when associating with parents, insurance companies, and other health care organizations.
· Arrives to work on time for all scheduled shifts. Days off are planned in advance. Absences do not exceed the yearly allotment.
· Has familiarity with EHR.
· Actively assist in the new-hire front desk staff development by answering any questions relating to patient interactions.
· Actively monitor communication between patients and other front desk staff; provide guidance and directions to the other receptionist on policy and procedures questions, as needed.
· Distributes faxes and correspondence as needed.
· Scanning, linking and keyboarding.
· Contact billing department with any questions regrading insurance issues or patients balance inquiries. Forward ROAs to link; Provide copies of new insurance cards to billing.
· Sign parents up for the Patient Portal.
· Monitor and respond to phone notes and visit tasks via EHR
· Confirm appointment, reschedule appointments as needed.
· Follow up all missed appointments. Determines why the appointment was missed; Advise of the no show charge to the patient and update the appointment note in the practice management system; Sends phone note to supervisor.
· Create PN for record transfer request; advise parent of the charge and processing timeframe; Asks reason for transfer; Message task; Records, PCP, JOC, Angie.
· Collects forms and appropriate fee at drop off; advise parent of processing timeframe; Confirm method of delivery.
· Ensure charts are prepped for next day’s appointments
· Print recall list and contact parents that were not called.
GENERAL SKILLS AND ABILITIES:
· Basic scheduling knowledge
· Medical terminology preferred
· Must have the ability to read, write, and compose letters
· Work independently while understanding the necessity for communicating and coordinating team efforts with other employees.
· Must be able to alphabetize and to perform basic math calculations
· Knowledge of Insurance plans and coverage including copays, deductions, coinsurance, etc.
· ICD-10 and CPT coding
· Maintain agreed upon work schedule.
· Provide exceptional customer service to our patients and families.
EDUCATION & EXPERIENCE:
· High School Diploma
· 3 Year of Prior medical administrative assistance experience.
EMPLOYEE PERFORMANCE STANDARDS:
· Perform quality work within deadlines with or without direct supervision.
· Interact professionally with other employees, patients and suppliers.
· Work effectively as a team contributor on all assignments. Help co-workers when possible.
· Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.
· Promotes a positive work environment that encourages the growth, development and engagement of all staff. Good work attitude, friendly to c-workers, does not disrupt others with loud talk or music.
· Does not bend the rules or policies for self-interest, recognizes that others are affected by your work and attitude.
· Handles problems with professionalism. Look for alternatives in problem solving, focuses on solutions to problems rather than on obstacles.
· Displays initiative t learn new skills and solve problems.
· Limits personal call and cell phone usages during work hours.
· Has a sense of ownership, assists patients/ visitors when needed rather than ignoring them.
· Professional appearance at all times.
· Stays within the allotted lunch time and returns back to work early when needed.
· Displays respect of practice policies pertaining to dress code; use of internet for business purposes only; no use of cell phones while clocked in, unless for business purposes, for voice calls, texting and/or internet social media surfing; respects practice property.
· Good work awareness; uses down-time in a productive manner.
· Flexible to be called in on non-vacation days if needed.
· Appropriately prioritizes work.
· Accepts responsibilities for work area; Does not eat in work area; Drinks in work area are in a lidded cup or a can.
· Dependable, less than 5 unscheduled absences per year. Rarely tardy, less than 5 per year (5 or more minutes after assigned start time)
· At your desk, ready to work at the start of your shift.
WORK REQUIREMENTS:
· Must be able to sit for 8 hours at a time
· Lift more than 25 pounds
· Answer a phone, use a keyboard, scanner and read a standard computer monitor our dedicated staff.
Pay range varies based on experience
Job Type: Full-time
Pay: From $22.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Medical Specialty:
- Primary Care
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Weekends as needed
Experience:
- Customer service: 2 years (Preferred)
- Medical terminology: 2 years (Preferred)
- Computer skills: 5 years (Preferred)
- Front desk supervisor at a medical practice: 1 year (Required)
- working at a pediatric office: 1 year (Preferred)
- front desk supervisor: 1 year (Required)
License/Certification:
- Covid Vaccine (Required)
Ability to Commute:
- Millburn, NJ 07041 (Required)
Ability to Relocate:
- Millburn, NJ 07041: Relocate before starting work (Required)
Work Location: In person
Salary : $22