Patient Coordinator/Receptionist

Experience Minimum 2-3 years experience in medical office setting

General Summary of Duties. Responsible for ensuring the presence of authorization(s) for all procedures to be performed by Aleman Vein Center (hereinafter “AVC”) clinical staff that require third-party insurance prior approval. Ensure that all AVC staff are educated regarding third-party payer requirements to ensure timely payment for all services rendered.

Practice oversight responsibilities for all AVC insurance verification activities; pre-certification and pre-determination of benefits for all venous procedures that would be covered by insurance. Must possess excellent customer service skills, with the ability to work quickly & accurately while maintaining a professional image in a busy environment.

Responsible for answering incoming telephone calls; documenting & routing physician and staff messages; rescheduling appointment cancellations and notifying appropriate staff of important cancellations; transferring / retrieving the phones from voice mail as required (AM, PM, lunch / staff meetings); retrieve voice mail messages upon resumption of normal office activities; and greets, instructs, directs, and schedules patients / visitors in an efficient and timely manner.

Employees that staff this position have a significant responsibility to the practice to be highly competent when answering the phone, with a focus on converting patient inquiries into consultations when medically necessary.

With all new patient interaction, when the situation arises, please ask each patient how they heard about AVC and confirm that the Scheduling Coordinator has documented this information in the EMR.

Daily Pre-Certification Activities…

1. Call patient’s insurance company for pre-determination of benefits. Review with patient their expected out of pocket costs after insurance payments have been processed and contractual adjustments made. If necessary, arrange a payment plan for the patient to satisfy their out-of-pocket costs during the 90-120 days that they are wearing compression stockings prior to large vein treatments.

2. Follow up on pending Letters of Medical Necessity starting two (2) weeks prior to each scheduled procedure date to maintain a full schedule for AVC providers and the clinical care team.

3. Once the procedure(s) receive payer approval, ensure this approval is appropriately listed in patients chart.

4. If the procedure is denied by insurance, inform the patient of the need to reschedule while the denial is appealed by AVC or offer the patient to remain on the treatment schedule by paying for the procedure and submitting to insurance.

5. Assist AVC staff with patient inquiries regarding the status of scheduled procedures.

6. Answer inquiries and correspondence from patients and insurance companies.

Essential Daily Responsibilities

1. Upon arrival at the office each morning. Turn on the office lights. Lock the front door.Check the fax for messages from the answering service and review messages left on voice mail. Turn the TV on in the reception area. Turn the music on. Prepare exam rooms for the day; turn the appropriate equipment on.

2. Follow-up with all patients that left a message that requires a return phone call. Communicate promptly to the appropriate staff all cancellations and/or re-scheduled appointments that affect the existing day’s patient schedule. Note and date no-shows, rescheduled and cancelled appointments, as well as reasons given, in computer.

3. Answer all incoming telephone lines – transfer calls as appropriate. Refer questions from patients with inquiries regarding their account balances to the business office. Screen calls, takes messages, and respond to routine requests for information. Relay necessary messages to appropriate staff. Answer patient questions regarding appointments, venous procedures, physician training and general Aleman Vein Center background data.

4. Schedule, coordinate, confirm, cancel and re-schedule patient appointments in Athena. Please ask each patient how they heard about Aleman Vein Center and document this in the EMR.

5. Greet and register patients in a prompt, pleasant, and helpful manner. As needed, assist new patients in completing all necessary forms. Verify patient demographics (name; address; work & home phone numbers, email) and insurance information. Update outdated information immediately at the time of service. Accept co-pays and/or past-due balance payments from patients prior to their being escorted to an exam room and notate the payment in the EMR. Print out a receipt for the patient.

6. As new patient appointments are scheduled, notate within the EMR how the patient heard about Aleman Vein Center so that an accurate analysis can be attained as it relates to ongoing marketing initiatives.

7. Stay current within patient appointment follow-up initiatives. (Patient consultation and treatment appointments that cancel or no show and need to be rescheduled)

8. Clean patients and rooms after procedures. Assist in application of dressings and compression stockings after procedures.

9. Unpack new shipments of supplies received; verify the quantity of supplies received match the quantity listed on the packing slip; place the packing slip in the folder in the business office labeled “Packing Slips” for verification prior to processing the vendor’s invoice.

10. Restock the reception area and exam rooms with patient education brochures, as needed; ensure that all consent forms for upcoming procedures are filed in the procedure room.

11. Oversees reception area to monitor patient waiting times, patient conflicts, reports problems or irregularities, and ensures overall cleanliness of reception area and restroom to promote patient comfort.

12. Escort patients to the exam room; provide a gown / shorts to the patient for their exam / treatment; For internal AVC marketing analytics, please ask each patient how they heard about AVC and confirm that the Scheduling Coordinator has documented this information in the EMR.

13. As directed, obtain pre- and post-procedure photos of patient’s leg(s).

14. As directed, obtain proper measurements of patients legs for compression stockings.

15. At the end of each day. Log out of all programs on the computer. Shut down all computers in the office. Turn off the TV and music. Put the phones on service. Turn off the office lights. Verify that the door is locked.

Knowledge

1. Knowledge of practicesoftware. (can be trained)

2. Knowledge of AVC business office policies and procedures.

3. Knowledge of AVC contracted payer guidelines involving payer authorization and pre-certifications.

4. Knowledge of CPT and ICD-10 medical coding (self-education w updates).

5. Knowledge of venous treatments. (can be trained)

6. Knowledge of appointment scheduling guidelines.

7. Knowledge of business office procedures.

8. Knowledge of medical terminology and coding.

9. Knowledge of grammar, spelling, and punctuation to type patient information.

Skills

1. Skill in establishing and maintaining effective internal and external working relationships.

2. Skill in using computer and varioussoftware applications.

3. Skill in operating a windows-based computer.

4. Skill in answering the telephone in a pleasant and helpful manner and using a multi-line telephone system.

Abilities

1. Ability to communicate effectively and clearly.

2. Ability to read, understand and follow oral & written instruction.

3. Ability to work effectively with co-workers as a team member.

4. Ability to set priorities among multiple requests and meet deadlines.

5. Ability to interact with AVC staff, patients, and third-party payers effectively to achieve desired outcomes.

6. Ability to analyze workload requirements.

7. Ability to maintain the strictest confidentiality.

8. Ability to lift 25 pounds.

9. Ability to sit and/or squat to floor level.

Job Type: Full-time

Pay: $16.00 - $23.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Dental insurance
• Health insurance
• On-site gym
• Paid time off
• Vision insurance

Healthcare setting:

• Clinic
• Outpatient

Schedule:

• Monday to Friday
• No weekends

Experience:

• Medical office: 2 years (Required)

Language:

• Spanish (Preferred)

Ability to Relocate:

• Atlanta, GA 30346: Relocate before starting work (Required)

Work Location: In person

Salary : $16 - $23