Job Detail

FRONT OFFICE RECEPTIONIST JOB DESCRIPTION

Qualifications: Medical front office experience, phone and computer experience.

JOB FUNCTIONS AND RESPONSIBILITIES

Primary Responsibilities

1. General

• Assist with cleaning the waiting room and reception area and keeping it in an organized manner.
• Order supplies.
• Order new patient charts.
• Arrange FedEx or courier services.

2. Greeting Patients

• Greet patients - main priority is to greet patients in a friendly manner.
• Confidentiality is key.
• Address patients by their first names only (HIPAA).
• Make sure new patients register, sign and complete all new patient information.
• Give patients their paperwork.
• Assist with answering all questions/concerns that they may have.
• Greet clinic patients and make sure the chart is pulled.
• Give chart to the appropriate team member.

3. Answering Phones

• Main priority is to get all calls answered in a friendly, efficient manner.
• Greeting: “Good morning or good afternoon Huntington Reproductive Center or HRC. This is ____________________. How may I help you?”
• When putting a patient on hold, indicate that right away in a pleasant professional manner.
• If a patient is calling for a new patient appointment, transfer the call to the new patient scheduler.
• If it is a nursing call, screen the call appropriately. (See P&P)
• Follow the instructions that have been given to you by each nurse/coordinator.
• They will either take the call or you will need to transfer the call to their voicemail.
• If you have a call from a laboratory, transfer the call to the appropriate person.

4. Fax Machine

• Main priority is to make sure that all faxes go through.
• Stamp with date and initials.
• Make sure that faxes are put in correct team member’s box.
• Ensure proper documents are faxed to appropriate individuals.

5. Medical Records

• Check voicemail periodically for patient or copy service (subpoena/insurance authorization) who are requesting medical records. Patients need to fill out and sign medical records request properly.
• Copy medical records (HRC records only – i.e. physicians, notes, lab results, IVF/IUI reports, medication lists). Have physicians check the records for approval before releasing the records.
• Patient request records for self enclose form (Request for Medical Records) when sending records out. Inform patient of fees for copying records.
• Count number of pages and ask billers to print bill.
• Physician to physician requests mail or fax records. Mail records if it contains HIV/infectious disease screenings.
• Have records in an envelope for confidentiality. Inform front desk if patient is to pick up.
• Log in your medical record book – patient name, requestor and date records were approved.

6. Mail/Pulling Charts for the Next Day

• Sort all mail daily and distribute accordingly, including checks.
• Sort all received checks.
• Copy checks and give to accounting.
• Give original checks to front desk.
• After lunch print out daily schedule and pull charts for the next day (back-up).

Team Player

• Adhere to HRC Policies and Procedures
• Provide excellent customer service
• Maintain HRC customer service image
• Maintain a positive attitude
• Accept responsibility and accountability for actions
• Assist and cooperate with administration and supervisors
• Be proactive to eliminate crisis management
• Maintain confidentiality in all aspects of daily work, recognizing that many confidential documents and conversations will need to be relayed
• Demonstrate regard for the dignity and respect of all HRC team members and visitors
• Be flexible and open to change
• Champion effective and consistent communication, both orally and in writing
• Coordinate efforts to work effectively with others in a manner that is productive, recognizing that this creates continued development of the “team” concept
• Interact with other HRC team members in a way that promotes a harmonious and cooperative working environment
• Participate in performance improvement activities
• Attend all meetings as required
• Maintain cleanliness throughout facility
• Keep work area and surrounding areas in a clean and organized manner
• Maintain proper attendance and punctuality to ensure that the practice operates in an efficient and cost-effective manner

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Rotating weekends
• Weekend availability

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)
• OBGYN: 1 year (Required)
• fertility: 1 year (Required)

Work Location: One location