Medical Receptionist - Floater

This position travels to all three locations: Warren, Fanwood and Millburn. The ideal candidate must have proper transportation to travel to all offices as needed.

POSITION PURPOSE:

The Receptionist works in conjunction with the front desk lead and supervisor to perform all necessary administrative duties to ensure the smooth operation of the assigned office. In the absence of the front desk supervisor, the lead serves as a point of contact for the consistent, uninterrupted running of all front desk operations for the assigned office.

SUPERVISED BY:

Under the direct supervision of the front desk supervisor and office manager.

PRINCIPLE RESPONSIBILITIES:

• Verify members on the cap list. Verify PCP via Navi Net; if not, contacts parents

to select Watchung Pediatrics as PCP, documents reference number on PCP.

Printout and send any cap problem forms to appropriate office via inter office mail to be placed in the cap problem book. Office will then forward the printouts

to billing monthly.

• Check in well / scheduled sick patients only (NO WALK IN)
• Monitors and responds to the messages sent by providers and/or parents thru portal and addresses them accordingly in HER.
• Schedule patients’ appointments, with attention to the patient’s PCP, office location and provider’s schedule. Update PCP on system.
• Answer phone calls.
• Log on to the Que based on assigned schedules or as instructed during high call volume.
• Schedule patients based on calls received, voicemails left and/or messages

thru portal. Note: If New Patient, advises parent to visit our website to obtain forms, information, and upload to the portal to schedule a NP appointment.

• Checks patients in, confirming their demographic and insurance information is

current; updates accounts and medical records as needed; Scans the insurance card and attaches to the patient's file in EHR; Assigns patients to

their exam room.

• Verify patient eligibility; Advise parent of invalid insurance coverage:

Unset/Update insurance in the system; Obtains the COBRA waiver, as needed.

• Obtain/ post copay in the system; Advise any parent unable to pay their copay
• of the additional fee and has them sign the “no copay” waiver; Collect outstanding balances from parents or refer to billing.
• Correctly inputs daily charges to the billing system. Asks for guidance if unsure of any procedure or diagnosis code; Refer to modifier grid for any modifiers.
• Performs prove outs twice daily, print individual close after all charges have been entered. Balance the daily trial to the actual deposits.
• Process credit card payments; record the patient's name, account, type of card

and charge amount on the credit card log; Note any ROA amount; Attach the signed charge slip to the log; Total the credit card log each evening; Verify

Batch total and log match.

• Schedule patient appointments, with attention to the patient’s PCP and the provider’s schedule; Update PCP on system.
• Answer phones and takes complete messages as needed; Responds to the

Emergency / Doctors line; Forward the complete message via EHR to the appropriate person or department.

• Create newborn chart; Scan hospital paperwork and task billing, return

paperwork to MD and Schedule appointment.

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.
• 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.
• Collects forms and appropriate fee at drop off; advise parent of processing

timeframe; Confirm method of delivery.

GENERAL SKILLS AND ABILITIES:

• Basic scheduling knowledge
• Medical terminology preferred
• Must have the ability to read, write, and compose letters
• Must be able to work independently and possess strong organizational skills
• Must be able to alphabetize and to perform basic math calculations
• Knowledge of Insurance plans and coverage including copays, deductions, coinsurance, etc.
• ICD10 and CPT coding

EDUCATION & EXPERIENCE:

• High School Diploma
• 12 Year of Prior experience as a Medical Receptionist
• Must have proven experience working with an EHR system handling check ins, check outs, referrals and insurances.
• Must be able to handle a fast pace environment with multiple providers.

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 coworkers 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 selfinterest, 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 downtime in a productive manner.
• Flexible to be called in on nonvacation 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

About Watchung Pediatrics

Watchung Pediatrics’ mission is to provide accessible, state-of-the-art healthcare to the children and teens in our communities. As an official, Patient-Centered Medical Home, Watchung Pediatrics strives to be the best pediatric practice in New Jersey caring for patients and their families with knowledge, dedication and compassion.