Medical Receptionist

Job Title:

Receptionist

Job Category:

Administrative Support

Department/Group:

Front Office

Travel Required:

Yes

Location:

Macon/ Warner Robins

Position Type:

Full Time; Non-Exempt

Supervisor:

Front Office Manager

Hours:

8:30AM to 5:00PM, Monday through Friday

Job Description

Medical Receptionist in a busy Medical Oncology practice working alongside Physicians, Advance Practice Providers, nurses, and office staff to provide complete care for Hematology and Oncology patients.

Job Summary

Under general supervision: plans, directs and performs receptionist duties including answering phones, scheduling appointments, assisting patients and providing exceptional customer service to patients, family members and guests. Communicates with physician’s offices, hospitals and imaging facilities to coordinate care for our patients. Provides superior customer service.

Essential Job Responsibilities

The Receptionist’s essential job responsibilities include, but are not limited to:

• Promptly answer a multi-line phone system, route calls appropriately, receive and convey messages electronically, verbally and in writing.
• Assist patients and their families: open doors, supply wheelchairs, drinks/snacks, etc.
• Maintain an assigned physician/advanced care provider’s schedule: Scheduling/reschedule appointments and monitoring the schedule daily for cancellations.
• Complete Pre-Admit and Same-Day hospital admissions
• Contribute to the maintenance and cleanliness of the office.
• Ensure the waiting room and reception areas are clean and stocked with appropriate magazines. Report any needed repairs to management.
• Assist other departments as needed and as time allows, based on individual training and supervisor instruction.
• Assist with the orientation and training of new front office personnel.
• Securing the office at the conclusion of each business day.
• Will work in both the Macon and Warner Robins offices.
• Check Relatient reports daily, contact patients to confirm cancellations.
• Maintain CT schedule. Prepare CT packets ensuring that all patients have completed necessary screenings and are supplied with the necessary prep instructions and have contrast to drink (if needed.)
• Maintain Echo schedule and prepare Echo packets.
• Maintain assigned tasks/group inboxes daily. Completing tasks in a timely manner.
• Process requests for Multi-Disciplinary Clinics.
• Manage FMLA/Disability Forms in cooperation with our Nursing staff and Sharecare.

Check-In

• Greet patients and visitors checking-in/entering the office.
• Scan insurance cards and picture ID for each patient into Centricity.
• Ensures that patient’s demographic, HIPAA, billing paperwork are updated annually. Updates Patient Administrative Consent section within Centricity.
• Collect co-pays and post payments in Centricity/Reg Overlay.
• Create a “Deposit Slip” and balance monies received daily.
• Maintain a cash drawer.
• Ensure that patients sign-in and route patients to the appropriate destination using verbal instruction and EMR/Centricity queueing system.
• Route new patient forms to the Medical Assistants and scanning department.
• Perform a visit list audit each day. Determine which patients no-showed, mark the appointments appropriately. Determine who may have left the office without checking out, notify the checkout staff.
• Manage the no-show/cancellation box.

Check-Out

• Schedule all appointments requested via electronic orders in the EMR: schedule appointments for office visits, chemotherapy, laboratory, imaging studies, special procedures, hospital admissions, etc. Advise patients of any preparation/instructions necessary for scheduled procedures/admissions.
• Create the appropriate tasks for scheduled tests/procedures, when required.
• Fax orders and other required documents to physician’s offices/ facilities when necessary.

EMR Scanning

• Process/scan documents into the EMR while observing set rules regarding physician/APP review and maintaining a high level of accuracy.
• Process incoming faxes, routing documents as indicated by office policies.
• Scan daily billing vouchers into the server in a timely manner.
• Review Obituaries daily, send sympathy cards, and update charts using established protocols.

Medical Records

• Process medical record requests, billing when necessary.
• Communicate medical record requests to Sharecare, when necessary.
• Process incoming faxes, routing documents as indicated by office policies.
• Process/scan documents into the EMR while observing set rules regarding physician/APP review and maintaining a high level of accuracy.

Call Center

• Answer all calls promptly. (At least 80% of incoming calls must be answered in 20 seconds or less.)
• Route callers to the appropriate persons or departments based on established guidelines.
• Utilize TigerConnect to communicate Provider to Provider calls with our Medical Assistants

Other Job Responsibilities

Additional job responsibilities of the Receptionist include, but are not limited to:

1. Punctuality and attendance in the clinics are required.
2. Comply with HIPAA rules and regulations.
3. Collaborate with the insurance department to ensure that all services are covered by insurance and patient’s financial concerns are addressed.
4. Mentor/precept new Receptionists as necessary.
5. Enhance practice reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
6. Enhance practice reputation by providing superior customer service
7. Collaborate with Physicians, Advanced Care Practitioners, Medical Assistants, Billing staff and Nursing team to seek creative ways to solve patient care issues.
8. Update job knowledge by participating in educational opportunities.
9. Comply with CGCC policy and procedures.
10. Comply with OSHA and other state and federal regulations.
11. Perform other duties as assigned.

Required Skills:

1. Must have strong communication skills in both verbal and written form.
2. Must exhibit a positive attitude and maintain productive working relationships within the organization.
3. Must have excellent organizational and time management skills.
4. Must be able to maintain confidentiality and have the utmost professionalism.
5. Must be able to work within a team to complete work assignments.
6. Must be willing to learn and effectively utilize CGCC equipment, software, and processes.

Physical Demands:

Physical demands of this position include but are not limited to:

1. Standing and walking
2. Sitting
3. Bending and stooping
4. Pushing/pulling

Education/Experience:

1. High school diploma
2. Two (2) years of medical receptionist experience.
3. Knowledge of medical terminology.
4. Computer literacy including: EMR, Microsoft Word and Excel Spreadsheet.