Front Office Coordinator

JOB FUNCTIONS AND RESPONSIBILITIES

Primary Responsibilities

1. General

· Clean waiting room and reception area and keep in an organized manner.

2. Greeting Patients

· Greet patients - main priority is to greet patients in a friendly manner.

- Confidentiality is key.

- Address patients by their first names only (HIPAA).

· Make sure new patients register, sign and complete all new patient information.

· Give patients their paperwork.

· Check insurance benefits in the ledger and collect for the service.

· Assist with answering all questions/concerns that they may have.

· Greet clinic patients and make sure the chart is pulled.

· Give chart to the appropriate staff member.

· Collect payment or co-pays from “cash patients” after seeing the physician.

· Schedule next appointment on instructions from nurse or physician.

3. Answering Phones

• Main priority is to get all calls answered in a friendly, efficient manner.
• Greeting: “Good morning or good afternoon Huntington Reproductive Center or HRC. This is ____________________. How may I help you?”
• When putting a patient on hold, indicate that right away in a pleasant professional manner.
• Take all appropriate information for new patient appointments.

– Schedule appointment under correct physician/location when patient calls without being sent by a referring physician.

– Follow HRC guidelines and assign correct physician.

– Put information in the computer system.

• Schedule follow-up appointments.
• If it is a nursing call, screen the call appropriately. (See P&P)
• Follow the instructions that have been given to you by each nurse/coordinator.

– They will either take the call or you will need to transfer the call to their voicemail.

• If you have a call from a laboratory, transfer the call to the Back Office Medical Assistant.

3. 3rd Party

• Inform nurse when egg donor, surrogate matching letter is received from the agency.
• Set up account in the computer system for Egg Donor / Gestational Carrier and their partner, if they are new to HRC.
• Contact recipients and collect payment for Egg Donor / Gestational Carrier screening.

– Make sure they are linked in the computer system.

• Call Egg Donor / Gestational Carrier and set up initial consult with physicians.

4. Fax Machine

· Main priority is to make sure that all faxes go through.

· Stamp with date and initials.

· Make sure that faxes are put in correct team member’s box.

5. Mail/Pulling Charts for the Next Day

· Sort all mail daily.

· Make sure physician signs and reviews all correspondence that requires a signature.

· Make sure all signed correspondence is copied and mailed back to the appropriate place.

· After lunch print out daily schedule and pull charts for the next day.

6. Marketing New Patient Packets & Lunch & Learns

· Print Welcome Letter and mail to patient with the new patient packet.

· Assist with preparation of new patient packets and marketing packets.

· Coordinate Lunch & Learns for the physicians with the Marketing Assistant in OC and schedule appropriately.

· Fax daily schedule to physician.

7. Collecting Payment and Making Deposits

· Collect payment for service or co-pay.

· Collect Egg Donor / Gestational Carrier screening payment.

· Obtain credit card number and collect for telephone consults.

· Make copies of check/cash with superbill.

· Batch all the credit cards and match total at the end of the day.

· Forward the batched copies of credit cards to Pasadena.

· Enter all payments in the account log book.

· Total the cash and checks at the end of the week

· Make deposits.

8. Supplies

· Order office supplies.

· Keep track of forms and order from Pasadena when getting low.

9. Clinical

· Escort patient/partner to the producing room.

· Give instructions for collection of semen.

· Venipuncture

· Prepare lab requisitions for the lab/courier.

Team Player

· Adhere to HRC Policies and Procedures

· Provide excellent customer service

· Maintain HRC customer service image

· Maintain a positive attitude

· Accept responsibility and accountability for actions

· Assist and cooperate with administration and supervisors

· Be proactive to eliminate crisis management

· Maintain confidentiality in all aspects of daily work, recognizing that many confidential documents and conversations will need to be relayed

· Demonstrate regard for the dignity and respect of all HRC team members and visitors

· Be flexible and open to change

· Champion effective and consistent communication, both orally and in writing

· Coordinate efforts to work effectively with others in a manner that is productive, recognizing that this creates continued development of the “team” concept

· Interact with other HRC team members in a way that promotes a harmonious and cooperative working environment

· Participate in performance improvement activities

· Attend all meetings as required

· Maintain cleanliness throughout facility

· Keep work area and surrounding areas in a clean and organized manner

· Maintain proper attendance and punctuality to ensure that the practice operates in an efficient and cost-effective manner

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• OBGYN/Fertility: 1 year (Preferred)
• Customer service: 1 year (Preferred)
• Medical billing: 1 year (Preferred)
• Phlebotomy: 1 year (Required)
• healthcare: 1 year (Preferred)

License/Certification:

• Certified Medical Assistant license (Required)

Ability to Relocate:

• Mission Viejo, CA: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $25