Job Duties:

• Prepare clinics in advance for upcoming physician schedules.
• Check for errors in scheduling on your clinic schedule.
• Print physician clinical schedule and surgery schedule for the clinical staff 30 minutes before each clinic.
• Change patient statuses appropriately within the PM, EHR, and Clearwave systems.
• Clear canceled, rescheduled, and no-show patient superbills daily.
• Import patient medical information from the patient portal and pharmacies when available.
• Verify patient insurance coverage, check for other policies, and determine the correct co-pay amount to collect.
• Obtain a copy of the patient’s driver’s license and front and back of insurance cards if not scanned at the Kiosk.
• Verify all patient information from Clearwave to the PM each time the patient checks in.
• Obtain a complete update of the patient’s medical history every 12 months.
• Obtain and enter referrals for Medicaid, Tricare, certain Blue Cross Blue Shield policies, and any other insurance policies that require them.
• Collect, count, and turn in any monies collected and appropriate receipts to the safe daily.
• Count and record totals for the change bag before using and at the end of the day before returning to the safe.
• Communicate with your supervisor when voided payments are needed and turn in all voided receipts from Clearwave to your supervisor.
• Clear all flags and tasks in Clearwave at the end of each clinic.
• Close the Clearwave money journal every morning and turn in to accounts receivable representative.
• Coordinate physical therapy scheduling.
• Coordinate patient referrals to outside facilities for consults with the Medical Records department.
• Schedule follow up appointments within the practice or consults within the practice.
• Send prescriptions electronically to patient selected pharmacies.
• Schedule any tests ordered such as MRI, CT, labs, DEXA, EMG/NCV, ultrasounds, etc.
• Place labs in the appropriate bin for pickup, and call or text outside agent for pickup.
• Dispose of patient records in the correct receptacle daily.
• Call appropriate agencies for assistance in case of emergency.
• Relay messages to physicians when necessary to complete patient requests.
• Record comments in patient charts to ensure good communication and understanding for all departments on issues as they arise.
• Print payment charge detail reports when requested by patients and explain charges when necessary.
• Direct walk-in patients to the correct department or facility or register and schedule appointments when needed.
• Report any facility issues (ex. Lights blinking, broken equipment) to your supervisor.
• Sanitize and clean iPads, Kiosks, and your work area during down time.
• Follow appropriate dress code presenting a professional and cohesive image.
• Correctly record your time in and out of work daily and check for missed punches. Sign off bi-weekly on your time.
• Turn in all time off requests to your supervisor in a timely manner.
• Work with the Insurance Department to set up payment arrangements with patients when necessary.
• Work with the Medical Records department with scanning, filing, or any task assigned or requested.
• Help other departments and your supervisor with tasks assigned or requested to ensure a cohesive teamwork environment.
• Cross-train to check-out or check-in when scheduled by your supervisor.
• Comply with all HIPPA rules when dealing with patients and patient information.
• Stay late until all patients have been checked out and/or the doors lock.
• Participation in facility meetings and activities when scheduled.