Medical Receptionist/ Medical Records Support- General Surgery Clinic

Position Purpose: The Receptionist/Medical Records support team member represents the clinic in a courteous and efficient manner by answering telephone calls, scheduling appointments, making sure that the documentation is properly filed, greeting patients and visitors. As a medical records clerk, helps maintain adequate medical records and makes them available to providers, medical assistants, business office staff and other appropriate clinic personnel.  This position will represent the clinic in a courteous and efficient manner by answering telephone calls, assisting patients and facilities with medical records needs, and ensuring confidentiality is maintained.

Major Duties and Functions:

1.     Professionally represent the clinic when answering phone calls, scheduling appointments, and receiving patients.

2.     Greet all visitors entering the clinic in a prompt and welcoming manner.

3.     Efficiently and accurately schedule appointments utilizing the scheduling software to facilitate and maximize the physicians’ efforts.

4.     Advise and direct patients who appear at the reception desk, offering assistance to those who need it; answer patients’ questions or refer them to the proper department.

5.     Perform multiple clerical duties including sorting and sending mail, faxes, and reports, noting phone messages, taking inventory, etc.

6.     Ensure that medical charts are available to the clinic staff and physicians on all scheduled and walk-in patients.

7.     Maintain strict maintenance of all clinic medical records in accordance with clinic record keeping policies.

8.     Ensure that all medical staff have immediate access to necessary medical records and documents.

9.     Assist in the evaluation of the clinic’s medical record keeping policy and help update and implement these policies when changes are necessary due to inadequate standards.

4.      Medical Records Functions

a.      Secure all medical records necessary for providers, medical assistants, and other clinic personnel in the performance of their duties.

b.     Ensure that all records are returned to their proper location.

c.      Maintain appropriate tracking methods on the location of medical records. Request records from referral sources and various diagnostic imaging locations. 

a.      Ensure that the physician dictation notes, reports, and medical correspondence are correctly stored and maintained in the medical record (EMR).

b.     Prepare charts for upcoming appointments seeking all necessary medical records and appropriate tests from referring physicians’ offices.

Other Qualifications or Requirements:

1.      Ability to maintain strict confidentiality.

2.      A strong work ethic and excellent attention to detail.

3.      Maturity and a professional appearance.

4.      Patient, courteous, tactful, and friendly

5.      Ability to work as a team member; ability to work well and cooperate with others.

6.      Ability to take direction.

7.      Ability to follow Practice Policies and Processes.

8.      Occasional off hours work may be required