Office Receptionist – Glen Rose in Glen Rose, Texas at Stephenville Medical & Surgical Clinic

• Department: Reception
• Exempt/Non-Exempt: Non-Exempt
• Reports to (title): Receptionist Manager
• Supervises (titles): None

Position Summary:

Responsible for scheduling patient appointments, greeting and registering patients to assure smooth patient flow. The position is responsible for handling money. Receptionist is responsible and accountable for compliance with regulations mandated by governmental agencies as well as Policies and Procedures established by Board of Directors of SMSC.

Responsibility/Standards of Performance:

Weight Responsibility Standards of Performance

(percentage of time spent on specific duty and standard employee is held to in performance of duties)

50% Patient Reception Duties

Greet and register patients. Answer telephone and direct calls. Answer phone by third ring. Schedule appointments. Update patient demographics in EPM when appointment is scheduled. Update insurance information, HIPAA and patient demographics are current at each appointment. Make changes on in computer system prior to printing charge ticket. Prepare patient charge tickets prior to patient been seen. Post charge tickets in EPM after each patient visit. Prepare Texas Health Steps and post daily. Maintain up-to-date referral record, keeping a copy of all referrals on CHC physicians to other doctors. Take and immediately task messages for providers/clinical staff according to procedure ensuring complete information is obtained. Messages must include: caller’s name, relationship to patient, allergies, pharmacy used, problem and best number to reach caller before tasking to provider and/or clinical staff. Emergency messages are to be tasked and verbally relayed to provider/clinical staff immediately. Insurance eligibility must be verified prior to printing patient’s charge ticket using appropriate on-line resources, or via phone if not available online.

15% Financial Responsibilities

Collect and post money for co-payments and private pay accounts. Generate receipts for money received. Balance cash drawer daily. Balance deposit and cashier batch daily. Run detailed report on the credit card machine at the end of each day.

10% Customer Service

100% of the time - Responsible for treating others politely and with respect. Must always remain professional, polite and considerate of patients’ needs. Must have the ability to listen and respond concisely, yet accurately to questions asked. Responsible for problem solving and not letting patients’ expectations go unmet. Greet patients when they present to the receptionist window. If receptionist is on phone, greeting may be by eye contact or hand gesture. Demonstrate a desire to be responsive, make others feel welcome and that you are eager to help them. Get along well with providers and co-workers.

10% Medical Records/Record Keeping Duties

Responsible for tasking referrals to Managed Care, printing the response from Managed Care, and filing the response in the referral log book. Referral log book is to be audited and follow up calls made to ensure compliance according to DSHS standards. Responsible for documenting DKNAs in EHR and contacting patient to reschedule via phone or mail. Maintain Daily Schedule Log 100% of the time. Complete prior-authorization forms and send to Managed Care as appropriate. Audits are done to ensure compliance.

10% Operations

Responsible for overall smooth operation of CHC. Maintain efficient patient flow with emphasis on customer service. Inform appropriate personnel at CHC or SMSC of problems, building or equipment repairs, training or supply needs.

5% Other duties assigned

As assigned to insure the needs of the patients are being met and HIPAA regulations followed. Attend monthly staff meeting unless absence approved by supervisor. Wear ID badge at all times. Follow all clinic policies and procedures.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities of this job at any time.

Position Qualifications:

• High School Diploma or equivalent with ability to read, comprehend and carry out written instructions, policies and procedures
• Computer proficient
• 10 key by touch
• Working knowledge of general bookkeeping principals
• Working knowledge of insurance and various payers
• Working knowledge of ICD-10 codes.
• Good communication skills with ability to interact in a positive, professional manner with a diverse patient base, bilingual in Spanish a plus.
• Ability to perform job duties in a stressful environment and maintain professional demeanor and exercise sound judgment in emergency situations
• Ability to think rationally and reason logically
• Ability to maintain regular attendance and meet attendance requirements of the job which often will include working after 5:00 p.m. and Saturday mornings
• Must understand concept of good customer service and possess skills to provide it
• Ability to maintain absolute confidentiality
• Must be on site during regular business hours of 8-5 & outside regular business hours as required to accommodate clients

Working Conditions:

Fast paced clinic with diverse patient base.