POSITION SUMMARY: The Front Office Receptionists who are supervised by the Front Office Supervisor in Red Bluff and one in Greenville, supervised by the Greenville Front Office Supervisor. The Front Office Receptionist is a good will ambassador for the clinic. They must be able to communicate well and establish a rapport with the patients and their families. They must be able to multi-task including but not limited to; answering phones, greeting patients, check and enter insurances and demographics data into NextGen computer system.

POSITION OUTLINE:

1. Physical requirements: An eligible candidate must possess the ability:

a. Push and pull non-ambulatory patients, i.e. persons in wheelchairs, assisting persons utilizing walkers, as needed.

b. Sit for extended periods of time.

c. Be able to sustain prolonged standing, bending, stooping and light lifting without pain. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

d. Use full range of sense of hearing, speech, and vision.

e. Display manual dexterity as applicable to position.

f. Pass all medical employment physical examinations.

g. Professionally and in customer-focused manner, disseminate program information as appropriate.

h. Provide input, initiate, and embrace changes that will continually improve the operation of the Greenville Rancheria and assist the Tribal Council and Tribal Membership in growth, efficiency, and prosperity.

i. Demonstrate a high level of emotional and mental tolerance when dealing with ill people; use tact, sensitivity, sound judgment, and a professional attitude when relating to patients, families, and co-workers.

j. Maintain a high level of patient confidentiality.

k. Other duties as assigned.

2. General Duties and Responsibilities:

a. Maintain a positive, pro-active, and professional demeanor with fellow employees.

b. Assist and interact with the public in a professional manner.

c. Display a high level of attention in detail.

d. Must exercise good judgment in analyzing and solving problems.

e. Work under pressure in a fast-paced clinic environment

f. The functions of this job will be performed in a rural clinical environment.

g. Make sound decisions and take responsibility.

h. Maintain good attendance and be punctual.

i. Human relation skills to deal effectively with patients, clients and visitors in person or on the telephone.

j. Ability to assume responsibility in all work activities and prioritize workload while meeting deadlines.

k. Read, interpret, and adhere to personnel policy and procedures.

l. Collection of monies due from patients.

m. Familiarization with computer systems such as; Internet, Microsoft Outlook, Medi--Cal and NextGen.

n. Must be able to use office equipment, including fax, multi-line telephone and copy machine.

o. Agree to not disclose any trade secrets, directly or indirectly, or use them in any way either during the term of employment or at any time thereafter, except as required in the course of employment with the company. Always maintain a high level of patient confidentiality.

p. Other duties as assigned.

3. General qualifications: An eligible candidate must possess (and/or maintain) the following:

a. Must be over the age of 18 years.

b. High school diploma or General Educational Development (GED).

c. A minimum of six months experience as a medical receptionist. One year would be preferable.

d. Medical terminology is highly recommended.

e. If required to drive a Greenville Rancheria vehicle, must be over the age of twenty-one and possess a valid California driver's license and a DMV print out verifying a good driving record. Refer to the transportation/vehicle policy and procedure manual authorization of personnel.

f. Mandatory to rotate Saturday clinic.

g. Strong organizational skills and multi-tasking ability.

h. Reliable employment history.

i. Ability to pass a pre-employment drug and alcohol screen, criminal background check, including fingerprinting in accordance with all applicable laws regarding the nature of the employment.

j. Current certification, or ability to obtain certification in Cardiopulmonary Resuscitation (CPR) and first aid.

k. Ability to speak and read English and comprehend simple instructions.

l. Ability to add, subtract, multiply and divide in all units of measure, to keep records.

m. Maintain a "Professional Image" in one's appearance and hygiene.

n. This position requires an awareness and keen appreciation of American Indian traditions, customs, and socioeconomic needs and the ability at all-times to meet and deal effectively in contact with Indian Health organizations which requires tact, courtesy, discretion, resourcefulness, and good judgment in handling functions of a sensate nature.

o. Requires discretion, confidentiality, resourcefulness and good judgment in handling functions of a sensitive nature.

DIRECT RESPONSIBILITIES: The following position responsibilities are rated as part of the employee’s competency-based performance appraisal. Within the parameters established by the Tribal Council, approved Greenville Rancheria Personnel Policies and Procedures.

1. Direct Duties:

a. At the time of a patient's appointment, the receptionist must document proof of identity such as a driver license. The receptionist must scan the driver's license into the patient Practice Management (PM).

b. At the time of appointment, it is the responsibility of the Front Office Receptionist to ask patients if they are a Native American. If they are, it is the Front Office Receptionist responsibility to obtain verification of the Native status. Such as; a letter from Bureau of Indian Affairs (BIA), or an enrollment card. This verification must be scanned and filed in the NextGen system.

c. It is the responsibility of the front office receptionist to ask the patient if they are a Native American. If they are, but do not have a Native American verification at the time services are rendered, we must obtain the Native American consent form allowing the Native American to be seen at the Greenville Rancheria facility for 30 days. We must form the patient they have 30 days to bring in Native verification within those 30 days.

d. If a Native American does not have Native verification it is the responsibility for front office receptionist to hand out the BIA information package and refer them to our Social Worker for assistance.

e. At the time of patient's appointment the receptionist is responsible for obtaining the health insurance card(s) and scanning copies into the NextGen System of the front and back of the card.

f. The receptionist must have adults sign consent for treatment and the form must be scanned into the patient's Electronic Health Records (EHR).

g. Parents and/or guardians who wish another person to act as a guardian for their child's medical care must sign the minor treatment form or letter. The receptionist must scan this into the minors EHR.

h. The receptionist has the patient fill out the patient demographics form and this data is entered into the PM. This form also has insurance, financial policy, Medicare authorization treatment, treatment of a minor, Advanced Directive, 5 wishes, appointment agreement, Health Insurance Portability and Accountability Act (HIPAA) which the patient signs and must be scanned into the patient's EHR.

i. The front office receptionist must be able to assist a patient when the patient is unable to read or write to complete any documentation.

j. The receptionist must maintain a high level of patient and staff confidentiality and abide by all laws that apply under HIPAA and Health Information Technology for Economic and Clinical Health (HITECH).

k. The receptionist must have the patient fill out the Medicare Secondary Payer (MSP) form which must be signed, dated and scanned into the EHR.

l. The receptionist must have the patient sign the HIPAA authorization form stating they received a HIPAA brochure and understand their rights. The HIPAA form must be signed, dated and then scanned into the patient's EHR.

m. All patients must receive a Government Performance and Results Act (GPRA) packet from receptionist on (tobacco, alcohol, depression, violence and fall risk screening to be filled out annually. The patient carries this to the exam room and it is scanned into patient's EHR by a Certified Medical Assistant (CMA).

n. The receptionist must hand out the patient centered Medical Home to all new patients.

o. The receptionist is responsible for all managed care patients to receive a Staying Healthy Assessment (SHA) form for the correct age.

p. It is the responsibility for the front office receptionist to update any demographic information on the registration package into the NexGen system for example address, phone numbers, mailing address, emergency contact etc.,

q. If and when a patient is Native American and is without any health care coverage insurance, we must offer health insurance enrollment for Medi-Cal or a covered California health plan. This is vital for our Purchase Referred Care (PRC),

r. If the patient does not have any health insurance, it is the responsibility of the receptionist to offer health insurance during the Covered California enrollment period. Or refer to supervisor for an estimate.

s. If the patient does not qualify under the enrollment period for Covered California Health insurance we must offer the Sliding Discount Fee Scale application.

t. For the SFS the Front Office Receptionist must obtain the patient's picture ID, verifiable income within the last 3 months or the tax return from the previous year. The patient must be notified they have up to 30 days to bring in verifiable information per HRSA requirements.

u. The receptionist must set up in the NextGen EP system the Head of Household information for sliding fee for the number of patients in the household and also the correct income information on the EP. The receptionist must set up the SFS for Health Resources and Services Administration (HRSA).

v. The receptionist must learn how to verify, read, and interpret health insurance(s) which includes private and managed care plans. Such as but not limited to: Partnership, Medi-Cal, Anthem Blue Cross, California Health and Wellness, Medicare etc...

w. If a minor, from birth to age 18comes in for a Child Health and Disability Prevention (CHDP) program appointment the receptionist is responsible to complete the PM-160 form thoroughly. The receptionist is also responsible to give out the Youth Nutrition and Activity Assessment.

x. The receptionist is responsible for running the Real Time Server (RTS) for insurance.

y. The receptionist must be able to verify, interpret and collect on co-pays, deductibles or on any outstanding balances.

z. The receptionist must be able to collect on any and all past due or balance owing.

aa. The receptionist must be able to post accurate payment(s) to the correct account, to the adequate encounter number for the correct date of service, the correct amount of payment(s) to the accurate account when posting payments such as cash or with a check.

bb. The receptionist must be able to communicate to the patient when an outstanding balance has been sent to collections. We must inform them to set up a payment arrangement with the collection agency.

cc. The receptionist must provider the Grant Mercantile Collection agency phone number to the patient when a delinquent account has been sent to collections.

dd. The receptionist is responsible for checking on health insurances, verifying and collecting at the time service rendered for each and every patient.

ee. It is the responsibility for the receptionist to become knowledgeable on what each of our providers take as health insurance and billable before scheduling or checking in the patient.

ff. It is the responsibility of the front office receptionist to verify before checking in a patient that the Referral Authorization Form (RAF) is on file and valid for the date of service.

gg. It is the responsibility for the front office receptionist to become knowledgeable and skilled on each and every protocol pertaining each and every health insurance, which is billed to under the correct provider and setting up such as; Partnership, California Health & Wellness, Anthem Blue Cross etc.

hh. It is the responsibility of the front office receptionist to become knowledgeable how to check valid authorization dates for California Health & Wellness or Partnership plans.

ii. The Front Office Receptionist must set up the correct health insurance(s) as a primary payer or secondary payer and attach to be billable on claims.

jj. The receptionist is responsible to obtain vital information and ask our patients questions such as; if they are Native American, of veteran status, if homeless, a migrant worker, smoker, attends school etc. per HRSA requirement.

kk. The receptionist is responsible to count their cash box money at the beginning and the end of each work shift. The cash box is to start with a $125.00 cash in the morning and end with $125.00 at night at all times. The supervisor will double check the boxes at end of the day.

ll. The receptionist is responsible for obtaining knowledge pertaining our Greenville Rancheria Facility. This is to be able to answer questions for the patients, possible new patients and or consumers, such as; which providers, specialist and or programs and services we have to offer.

mm. The front office receptionist must be able to confirm appointments for his or her assigned provider in a timely manner.

nn. The receptionist must be able to answer telephones calls as needed and sends messages via telephone encounter EHR to document directly into patient's a chart for the Certified Medical Assistant to note.

oo. It is the responsibility for all front office receptionists to assure each and every patient is registered in a timely manner to keep the patient flow going and the provider working in a timely schedule.

pp. It is the responsibility for the front office receptionist to maintain less than a 10% error rate on a demographic error report. The demographic error report is run monthly.

qq. It is the responsibility for the medical receptionist to maintain less than 5% on the true encounter billing error of is vital to set up the correct insurance(s) for each patient being checked in. When insurance(s) are set up correctly on an encounter our turnaround time is 10 days for medical payments and vital for reimbursements.

rr. The front Office receptionists are responsible for giving out the appointment agreement policy to all patients. The receptionist must make sure the appointment agreement is read, understood and signed by the patient.

ss. It is the responsibility of the front office receptionist to enforce all policies pertaining to each patient.

tt. The Front Office Receptionist keeps track and mails out the first warning letter if a patient no-shows or does not give a 24hr notice.

uu. It is the responsibility for the Front Office Receptionist to put up alerts in the NextGen system for any document pertaining to the chart. This will indicate the patient has been given and signed in a timely manner, for example: HIPAA once a year, MSP monthly etc.

vv. It is the responsibility of the receptionist to assist the transportation department. They must document the name, date of birth (DOB), current physical street address, medical record number, phone number, date and time of next appointment and with which provider the patient is requesting to set up transportation.

ww. It is the responsibility of the receptionist to communicate to the transportation department when a patient has cancelled transportation for the day.

xx. The Front Office Receptionist is responsible for writing on the whiteboard in the transportation department the name, date and time under the correct transporter when a patient is ready for transportation.

yy. The Front Office Receptionist must learn all the emergency codes in case of an emergent situation. It is the responsibility for us receptionist to page over the intercom the correct code and stand by for instructions given to us by the medical provider.

zz. Is the responsibility for the Front Office Receptionist to print out the patient demographic information under an emergent situation to have it prepared for the paramedics, firefighters or police officer upon their arrive.

aaa. It is the responsibility for the front office receptionist to inform their immediate supervisor when there is a patient complaint. We must hand out a patient complaint form and give the appropriate direction on how the patient can be helped. The complaint form is to be given to the Tribal Human Resources Professional.

Check out responsibility for the Medical Receptionist to check out the patient in the NexGen system. For this you must right click on the patient's name and verify insurance information, real time server reading,

Job Type: Full-time

Pay: $18.02 - $21.71 per hour

Expected hours: 40 per week

Benefits:

• 403(b)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Healthcare setting:

• Clinic

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Rotating weekends

Ability to Relocate:

• Red Bluff, CA 96080: Relocate before starting work (Required)

Work Location: In person