Receptionist Medical Clerk

JOB SUMMARY

The Receptionist/Medical Clerk is primarily responsible for front desk operations, administrative support and client reception.

JOB RESPONSIBILITIES

Administrative Duties:

• Routes clients/patients to the appropriate areas within the agency.
• Answers phones, checks and returns voice messages in a timely basis.
• Assists with front desk duties as required (i.e. Telehealth, phone, or in person appointment scheduling. Patient reminder calls).
• Responsible for following up with no show/cancellation appointments.
• Checks patients in for their appointment in a timely manner using the correct events in Electronic Health Record (EHR)
• Updates patient’s demographic in agency’s data systems (NextGen, Casewatch, Provide – as appropriate).
• Ensures photo ID and insurance card are scanned for all patients.
• Collects co-payments, deductibles, and balances at time of check in.
• Ensures that all consent forms are signed and scanned into electronic health record.
• Checks patients out at the end of their appointment including giving follow up appointments
• Provides a Clinical Visit Summary to all patients
• Provides access to the Patient Portal (using patient portal pin letter) and instructs the patients to enroll for their benefit.
• Prints and provides information for referrals issued by providers
• Ensures patient documentation is fully completed and recorded in agency’s database.
• Verifies patient insurance carrier/coverage prior to visit to ensure accurate billing based on Insurance Verification report or through insurance provider portal/availity.
• Responds to correspondences and tasks in a timely manner via patient portal.
• Records and maintains patient’s health records in agency’s database (i.e. NextGen, Provide) and other datasystem and/or patient’s records as required.
• Ensures external 3^rd party documentation (i.e. labs, consultations, reports etc) is collected and entered in the patient’s electronic health records (EHR) via scanning and tasking the provider or resulting the order in the EHR.
• Comforts patients by anticipating patients’ anxieties, answering patients’ questions, and maintaining the reception area.
• Conducts inventory of all office supplies (i.e. business/appointment cards, toner, paper) and ensures office is fully

Fiscal Duties:

• Collects co-payments, deductibles, and balances at time of check in.
• Assist supervisor in following up on denials and/or pending claims with 3^rd party payors.  
• Addresses and problem-solve patient billing issues when presented.

Quality Assurance/Compliance:

Ensures online trainings are current as required

Ensures that medical operations fully comply with agency and HIPAA requirements.

Participates in agency developmental activities as required.

Other duties as assigned.

Culture of Service: 3 C’s

Compassion

• Greets internal or external customers (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language.

• Listens to the internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring and understanding of the request and providing appropriate options or resolutions.

Competency

• Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered

Commitment

• Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed

• Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure the prompt and effective response is provided

Safety

Ensures proper handwashing according to the Centers for Disease Control and Prevention guidelines.

Understands and appropriately acts upon the assigned role in Emergency Code System.

Understands and performs assigned roles in the organization’s Continuity of Operations Plan (COOP).

Contact Responsibility

The responsibility for external contacts is constant and critical.

Physical Requirements

This work requires the following physical and sensory activities: constant sitting, hearing/ visual acuity, talking in person and on the phone. Frequent, walking, standing, sitting and bending. Work is performed in office and laboratory setting. 

Other

Participates in health center developmental activities as requested.

Other duties as assigned.