Statement of Purpose
Performs clinic office duties under the direction of the Clinic Manager or Director of Family Health Services in dealing with patients.
Will perform other duties as assigned.
Major Tasks, Duties and Responsibilities
- Phones- heavy phone volume; answer multiple lines timely (see office policy manual), take messages, route or forward as necessary, retrieve voice mail messages, return calls, answer clinic and service’s questions, call patients when referrals have been approved (coordinate with MA).
- Appointments- schedule, confirm future appointments (see office policy manual), reschedule, cancel, call no shows, call waiting list patients if openings available, call abnormal results and schedule appointment as directed by provider or back office personal.
- Print daily schedules for providers.
- Mail- letters to newly added IPA members each month, reschedule letters, no show letters, abnormal lab letters, referral approval letters (coordinate with MA) and provider correspondence.
- Monitor sign in sheet (change, file, etc.).
- Reports as assigned.
- Greet and Check-in patients, insure all paperwork is filled out, confirm current medical plan, recertify or deactivate as necessary, enter patient info in EMR, update any incorrect/changed info.
- Plans- knowledge of plans, necessary forms, criteria.
- Charts- prep, name labels, chart order, review for next day appointments, all paperwork available for provider, etc.
- Payments- collect co pays or money due for any services.
- Generate encounter slips/super bills. Follow emergency procedure if computers down (see office policy manual).
- Maintain a clean and functional front office area, supplies stocked, waiting room clean and neat.
- Support co workers/staff as needed.
- Flexibility- in work schedule, available to work evenings and weekends.
- Open or lock up office depending on arrival.
- Translate as needed.
- Hand out paper work to patients, make copies, and call Dr.’s offices for medical records as needed.
Competencies and Performance Expectations
- Document patient information in EMR as needed.
- Basic knowledge of referrals, both in and out of the BHS treatment system and act as a liaison to agency care team(s), inside and outside.
- Be able to work as part of the patient care team and follow oral and written directions.
- Adhere to professional standards; mature judgment, tact, discretion and confidentiality are mandatory.
- Ability to convey respect for cultural and lifestyle diversities of clients and staff and recognize personal biases working within diverse populations and perform in calm, friendly, cooperative, non-emotional, positive can do attitude to exceed patient’s expectations and present a composed demeanor.
- Able to effectively handle most situations at the front desk and insure front office runs smooth.
- Adhere to all office rules, policies and procedures, demonstrate ethical professional behavior, pleasant, and effective in representation of the BHS Corporation.
- Knowledge of CHDP guidelines, DHS requirements, and other managed care functions.
- Demonstrate a consistent level of productivity, be cross trained, multi task with transition from one task to another and complete timely, efficiently and accurately, able to adapt to changes in workload or assignment and complete all delegated front office duties or additional task assigned within deadlines set and transition without a loss of efficiency or composure.
- Dependable and punctual attendance standards and provides proper notification for absence and tardiness.
- Initiative: evaluates operations as appropriate for problem solving improvement and development based on the needs of patients and BHSFHC.
- Prepare program reports.
- Excellent oral and written communication skills.
- Ability to communicate clearly, with clients, staff, peers, supervisors and non-BHS resources.
Prerequisite Qualifications
Following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.
- Bilingual (English/Spanish a plus) may be required within certain BHSFHC programs.
- High school diploma or equivalency.
- Must have valid California driver’s license and liability insurance if driving personal vehicle on BHS business.
- Vision, hearing, manual dexterity and eye-hand coordination must be adequate for performance of job duties. Able to sit at desk, use keyboard, write and physically perform other job duties. Able to move about the facility to observe clients and staff.
Specific qualifications may vary based on assignment. The supervisor will initial those items on the following list, which apply and write N/A to indicate those qualifications, which are not applicable:
_____ Class “B” California Driver’s License.
_____ Class “C” California Driver’s License.
_____ Personal vehicle with liability insurance for reimbursable mileage, generally short distances.
_____ First Aid certification, obtain within 90 days of employment and maintain current thereafter.
_____ CPR certification, obtain within 90 days of employment and maintain current
thereafter.
_____ Bi-lingual (specify: ___________________).
_____ At least one year experience in a medical office or ambulatory care setting.
_____ Strong computer skills and able to develop skills adequate to perform EMR duties
within 90 days of employment.
The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in the position.
