Medical Front Office Assistant

Hill Country Community Clinic

Job Description

Job Title: Medical Front Office Assistant

Department: Administration

FLSA Status: Non-Exempt

Reports To: Business Operations Director

Hours: Monday – Friday 7:30am to 4:00pm

POSITION SUMMARY:

Under general supervision, perform rotating assignment of front office duties covering front window, back desk, and side desk of health clinic. Perform duties associated with patient check-in, appointment scheduling and confirmation, updating patient information, answering phones.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned which may become essential to the position.

Front Desk - Front Window (1 to 2 staff):

1. Primary focus on front window checking in patients.
2. Opens front doors and prepares medical waiting room.
3. 8:00 a.m. person checks machine in the morning and sets up for the day.
4. Update all patient information in chart and computer: phone numbers, address, insurance, etc
5. If patient has no insurance, initiate appropriate program for type of visit. Family Pact, Gateway, Sliding Scale, or Presumptive Eligibility.
6. Have patient sign in.
7. Collect payments and also document on routing slip.
8. Initiate Time scheduler, what time patient presents at window, what time patient’s superbill gets put up.
9. Setting up a new patient which includes adding all member information with insurance.
10. Answer phones.
11. Schedule appointments.
12. Balance assigned cash bag at end of each day.
13. All other duties as assigned.

Back Desks (2 staff):

1. Answer phones.
2. Make appointments.
3. Enter Time scheduler, what time patient leaves.
4. Run various programs that were initiated, Family Pact, Gateway, Cancer Detection Program or Presumptive Eligibility.
5. Help Side Desk with confirmations when necessary.
6. Back up front window when needed.
7. Balance assigned cash bag at end of each day.
8. Designated closer runs final deposit of all cash bags, prints deposit, verifies print out, and drops deposit.
9. Designated closer enters end of the day numbers in tracking spreadsheet.

Confirmation Desk:

1. Confirming appointments for next day, and 3 days ahead.
2. Insurance confirmation for medical, new patient or new insurance.
3. Back up phones and front window when needed.
4. Schedule appointments.
5. Balance assigned cash bag at end of each day.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

BEHAVIORAL STANDARDS:

1. Adheres to Policies & Procedures
2. Participates in team systems
3. Performs duties ethically
4. Maintains client confidentiality
5. Demonstrates ability to re-prioritize duties as the need arises
6. Uses time efficiently
7. Be responsible for co-workers & client satisfaction
8. Displays flexibility in accepting, changing or carrying out assignments
9. Maintains a neat, clean & safe work environment throughout the facility
10. Performs job duties in a quality manner

QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Must have high school diploma or equivalent, plus some college coursework, and one year related experience and/or training; or equivalent combination of education and experience. Previous experience in medical clinic preferred.

Certificates and Licenses:

CPR certificate preferred, current CA drivers license required.

Language Ability:

Must have intermediate language skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Must have basic to intermediate math skills. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, percentages. 

Reasoning Ability:

Must have intermediate reasoning skills. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 

Computer Skills:

To perform this job successfully, an individual should have knowledge good working knowledge of Windows operating systems, Microsoft Office Suite - Word, Excel, Outlook, and Internet browsers and related software. Must have good working knowledge of medical management software.

Equipment Skills:

Proficient with computers, copiers, fax machines, printers, 10-key, multi-line telephone systems.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is an indoor business office environment. The noise level in the work environment is usually moderate with normal business office, computer and printer noise.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds with assistance. Employees must regularly utilize close vision, distance vision and ability to adjust focus.