Job Location:

Job Posting Introduction:

Are you a friendly and organized individual looking for an exciting new opportunity in the healthcare industry? If so, we are looking for a Front Office Representative to join our growing Otolaryngology practice!

As our Front Office Representative, you will be the first point of contact for our patients and visitors. You will greet them with a warm smile and ensure they feel welcome and comfortable in our office. You will also be responsible for scheduling appointments, managing patient records, and answering phone calls.

In addition to your administrative duties, you will play a key role in ensuring that our patients receive the highest level of care. You will work closely with our physicians and clinical staff to provide excellent customer service and ensure that our patients have a seamless experience from check-in to check-out.

At Texas ENT Specialists, we value our team members and are committed to providing a positive work environment where everyone can thrive. We offer competitive compensation packages, excellent benefits, and opportunities for professional growth and advancement. If you are a dedicated and compassionate Front Office Representative with a passion for Otolaryngology, we encourage you to review the requirements below apply for this exciting opportunity today!

Job Summary/Objective:

Registers patients, makes new patient charts, answers the telephone, prepares the office for the day and schedules patient appointments.

Essential Job Functions:

• "Opens" the office each day, according to protocol.
• Answers the telephone pleasantly, and by the third ring as often as possible; routes call or takes message.
• Schedules patient appointments:
  • Explains what information the patient should bring.
  • Provides a range of potential charges for the visit; and the patient’s financial obligation, depending on insurance type.
  • Provides patient several scheduling options.
  • Stays within the physician-approved scheduling guidelines.
• Pre-registers new patients over the telephone before they arrive for their appointment—at least 90% of the time.
• Makes "reminder" phone calls one day before designated patient appointments.
• Runs the daily schedules one day ahead making a copy for each physician, the nurse's station, and the front desk.
• Greets patients as they arrive for scheduled appointments.
• Creates a new chart for the patient encounter.
• Provides new patients appropriate paperwork for required signatures.
• Verifies demographic and insurance information for new and established patients, according to protocol—with an accuracy rate of 100%
• Explains financial and collection policies to new patients—provides written guidelines to each patient.
• Checks eligibility list for capitated patients; if name is not listed, calls plan to verify eligibility; reschedules patient if necessary.
• Refers to the Managed Care Manual daily regarding patient insurance coverage rules—maintains solid knowledge about all managed care plans.
• Ensures all patient paperwork is complete before patient is seen—puts the chart up for the clinical staff.
• Sorts incoming reports and directs to appropriate physician.
• Facilitates any physician requests throughout the day.
• Informs patients in the reception area when the physicians are running behind—offers to reschedule patients.
• Assists Cashier with patient payment at the time of service, posting of charges and payments, and scheduling follow up appointments, as needed.
• Maintains patient confidentiality.
• Prepares outgoing mail, and sorts and distributes incoming mail.
• Composes, types and edits correspondence, reports, memoranda, and other material.
• Distributes materials and maintains office supply inventory.
• Screens visitors and responds to routine requests for information.
• Always keeps the patient reception area neat and clean throughout the day.
• Attends all regular staff meetings.
• Performs all other tasks and projects assigned by the Team Leader/Supervisor or Practice Manager.
• NOTE:
  • If designated as the Lead for the front office, then the position will provide front-office oversight and will assist the Practice Manager with various duties.

Required Education and Experience:

• Front Office Representative I
  • High School Diploma or GED
  • 0 to 3 years of work experience in a front office representative, customer service representative, receptionist, or similar position.
• Front Office Representative II
  • High School Diploma or GED
  • 3 to 6 years of work experience in a front office representative, customer service representative, receptionist, or similar position.
• Front Office Representative III
  • High School Diploma or GED
  • 7 to 10 years of work experience in a front office representative, customer service representative, receptionist, or similar position.
• Front Office Representative IV
  • High School Diploma or GED
  • 10 years of work experience in a front office representative, customer service representative, receptionist, or similar position.

Preferred Education and Experience

• Front Office Representative I
  • None
• Front Office Representative II
  • 3 years of front office representative experience in a healthcare setting.
• Front Office Representative III
  • 5 years of front office representative experience in a healthcare setting.
• Front Office Representative IV
  • 7 years of front office representative experience in a healthcare setting.

Work Conditions:

• Work is performed in a fast paced medical/clinical environment.
• Requires sitting in front of a computer for more than six (6) hours per day.

AAP/EEO Statement
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at TENTS will be based on qualifications and job-related abilities. TENTS does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, ancestry, sexual orientation, marital status, gender identity or any other characteristic protected by law. TENTS will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship.

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