Front Desk Receptionist

Job Title: Front Desk Receptionist

Reports To: Clinical Practice Manager

FLSA Status: Non-Exempt

Division: Clerical

Summary: The Front Desk Receptionist is responsible for cultivating a warm and welcoming atmosphere while checking patients in and out for their appointments. A friendly, positive attitude is necessary to greet each patient. Regular attendance, and accuracy and consistency when collecting and entering demographic information and fees are essential functions of this position.

Duties and Responsibilities

Check-In:

• Greet all patients, their caregivers, family members and all visitors with a warm and friendly welcome. Make eye contact and offer to help before being asked.
• Look ahead at the schedule and prepare in advance for each patient’s arrival.
• Distribute registration materials as appropriate to each patient based on their demographics and reason for visit. This will require the use of a variety of tools, devices and software programs (ex: Phreesia, Athena, Vaxcare, NCIR, CVMS).
• Collect and scan drivers’ licenses and insurance cards.
• Verify insurance – if not done in Phreesia.
• Review physical address, email address and phone number at each visit, updating in the patient’s chart with new information – if Phreesia was not used to update this information.
• Enter changes made in Phreesia into Athena.
• Send online patient portal invitations, as requested in Phreesia.
• When payment is not made through Phreesia, collect co-pays, fees and prior account balances. Provide Self-Pay Form for uninsured patients.
• Review to ensure completion of medical history, screening and registration forms and tasks before finalizing check in status.
• Monitor appointment schedules and communicate with patients and colleagues re the timing of arrivals and wait times, collaborating with other teams to troubleshoot when needed.
• Maintain accurate cash drawer balance and records. Prepare end of day deposit.
• Check and re-stock supplies. Notify the teammate who orders supplies before the last of any item is used.
• Maintain a neat and clean workspace, reception area and lobby.
• Assist with check out duties as needed.
• Perform other office duties as assigned by management.

Check-out:

• Check patients out.
• Schedule follow up appointments.
• Collect payments from self-pay patients.
• Release office visit clinical summaries and immunization records.
• Complete Controlled Substance Release forms and file Rx after MD has signed.
• Order office supplies, Rx paper, ink and postage meter supplies.
• Check inboxes and emails for portal questions, insurance cards, forms from schools, camp, screening tools, etc.
• Distribute mail and faxes to appropriate places.
• Check, sort and submit all scanned documents to MD for approval.
• Pull expired credit cards from Phreesia and call families to update credit card on file.
• Contact families as needed to correct insurance, address or other information.
• Process incoming and outgoing medical records requests.
• Inactivate patients in Athena and NCIR who are transferring to new practices, once records are released.
• Monitor appointment schedules and communicate with patients and colleagues re the timing of arrivals and wait times, collaborating with other teams to troubleshoot when needed.
• Maintain a neat and clean workspace, reception area and lobby.
• Assist with check in duties as needed.
• Any other duties assigned by management.

Additional Duties:

1. Participates in the Medical Home model, in which the Primary Care Practice plays a pro-active role in coordinating care for patients, including labs, referrals, and transitions of care to emergent or community services.

2. Understands how the practice utilizes goal-setting and motivational interviewing to support patients in self-care. Effectively communicates with patients and staff utilizing change talk, particularly with vulnerable populations.

3. Participates in staff meetings, offers constructive, solution-oriented input during process and quality improvement efforts.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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:

High school diploma required; Associate’s degree in Medical Office Administration or related major preferred.

Minimum of 1 year front desk experience in a medical office setting required.

Language Ability:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Bilingual Spanish/English skills helpful.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Word, Microsoft Excel, and medical billing and scheduling software.

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 noise level in the work environment is usually moderate.

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 and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms.

Job Types: Full-time, Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 10 – 20 per week

Schedule:

• Day shift
• Rotating weekends
• Weekends as needed

Ability to Commute:

• Asheville, NC 28803 (Required)

Ability to Relocate:

• Asheville, NC 28803: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20