Essential 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. telephone appointment scheduling and/or patient reminder calls).

Checks patients in for their appointment in a timely manner using the correct events in the schedule.

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 forms are signed and scanned into electronic health record. 

Checks patients out at the end of their appointment including giving follow up appointments

Verifies eligibility and coverage for services provided.

Provides access to the Patient Portal 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 (i.e. NextGen). 

Ensures documentation for new patients (registration packet) are collected and recorded in patient’s electronic health records (EHR). Also provides patient with Patient Handbook upon completion of registration.

Verifies patient insurance carrier/coverage prior to visit to ensure accurate billing based on insurance verification report or through insruance provider portal/Availity.

Responds to correspondences and tasks (via letter, email, faxes) in a timely manner

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 3rd 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. 

Assists in ensuring that the medical office (front desk and waiting area) is kept clean and tidy at all times. 

Fiscal Duties:

Collects co-payments, deductibles, and balances at time of check in and/or check-out. 

Assist supervisor in following up on denials and/or pending claims with 3rd party payors.   

Addresses and problem-solve patient billing issues when presented.

Quality Assurance/Compliance:

Ensures online trainings are current as required (MyLearningPointe and other trainings).

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 hand washing 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.