The Receptionist is responsible for coordinating the daily administration of the clinic while delivering exceptional customer service to those who call and visit the clinic.
ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS
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Answer incoming phone calls, make outgoing calls, redirect calls, check voicemail, and answer messages while maintaining HIPAA compliance.
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Welcome patients by greeting and assisting them, scheduling appointments, and maintaining records and accounts.
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Check out patients and set up return appointments.
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Schedule, reschedule, and cancel appointments for existing and current patients.
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Assists with keeping patient appointments on schedule by notifying clinical staff of patient’s arrival, audits, and preparing charts for the following day.
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Register patients and collect identification and insurance cards, then scan or copy them into the clinic’s electronic medical record system.
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Enter insurance referrals into the clinic’s electronic medical records system.
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Maintain excellent communication and professionalism when corresponding with other physicians’ offices in Columbia when requesting new referrals.
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Maintain patient accounts by obtaining, recording, and updating personal and financial information.
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Records and updates financial information, recording and collecting patient co-pays and account balances.
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Completes clinic deposits at the end of each day.
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Protects patients’ rights by maintaining the confidentiality of medical, personal, and financial information.
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Assist patients with completing Medical Records Release when a provider needs access to medical information.
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Entering points and coupons into Alle.
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Adheres to policies and procedures set by CMD.
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Provide excellent customer service to patients, vendors, and visitors as well as internal staff.
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Process incoming and outgoing mail and faxes; open, distribute, and scan, as required.
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Receive deliveries and requisition office supplies.
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Keep the work area clean and public waiting areas organized and neat.
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Perform opening and closing procedures, such as locking/unlocking doors and turning on/off lights in the building.
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Decipher and delegate patient communication to the responsible provider and or nursing team.
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Perform additional clerical and other duties as requested by management.
KNOWLEDGE, SKILLS, and ABILITIES
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Knowledge of company products, services, policies, and procedures.
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Skilled in identifying and resolving customer problems in an efficient and friendly manner.
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Intermediate skills in Google Docs, Google Sheets, Gmail Microsoft Outlook, Word, Excel, PowerPoint, and Internet usage.
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Working knowledge of medical terminology and HIPAA regulations.
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Skill in operating a multi-line phone system.
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Skill in verbal and written communication.
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Ability to communicate professionally with vendors, co-workers, customers, and clients.
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Ability to multitask in a fast-paced, team environment with frequent interruptions.
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Ability to follow oral and written instructions.
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Ability to use discretion while working with sensitive information.
ORGANIZATIONAL CORE COMPETENCIES
Building Trust - Interacting with others in a way that gives them confidence in one’s intentions and those of the organization.
Patient Focus - Ensuring that the patient perspective is a driving force behind business decisions and activities; crafting and implementing service practices that meet patients’ and own organization’s needs.
JOB-SPECIFIC CORE COMPETENCIES
Building Patient Loyalty - Effectively meeting patient needs; building productive patient relationships; taking responsibility for patient satisfaction and loyalty.
Engagement Readiness - Demonstrating a willingness to commit to one’s work and to invest one’s time, talent, and best efforts in accomplishing organizational goals.
Impact - Creating a good first impression; commanding attention and respect; showing an air of confidence.
Managing Work (Includes Time Management) - Effectively managing one’s time and resources to ensure that work is completed efficiently.
EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS
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A High School Diploma or equivalent is required.
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Some college in business or a related field is preferred.
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Prior experience as a receptionist is preferred.
