Front Office

Position Title:  Front Office

Site Name: Sulphur Springs

Location: Sulphur Springs, TX

Purpose of Position:

Responsible for greeting and assisting patients in a patient-centered manner at time of check-in and checkout.  Assures all necessary forms have been scanned in medical record chart and updates patient demographics and insurance information in EPM. Responsible for scheduling patient appointments, according to required provider targets and appointment templates. Employee is responsible for performing financial screens according to Agency policy to determine patient eligibility for programs and is responsible for discussing patient balances and non-complainant issues with patients in a professional manner. Reviewing charges brought over from EHR and keying any charges not brought over electronically. Reviewing adjustments and payment for all programs at the time the patient is checking out.  Run and review all end of day reports.  Acts as a member of the Care Team, who works collaboratively with clinical and non-clinical staff and is responsible for providing the health and well-being of a panel of patients.

Essential Functions:

Receptionist

• Responsible for greeting patients arriving for dental appointments in a patient-centered manner and assisting them with questions and concerns.
• Responsible for asking patients for identifying information to assure that the correct account and chart are being accessed and reviewing the chart review sheet and completing areas that are marked for attention. 
• Responsible for collecting and copying patient’s valid id and any insurance card as needed and scanning the copies in patient’s chart. 
• Responsible for verifying Medicaid PCP information and directing patient if PCP change is needed. 
• Responsible for handing patients an Advance Directive packet. 
• Responsible for printing the encounter form, and reviewing the information and attaching the encounter form to the chart. 
• Responsible for advising patients when they have a balance on their account or an alert in the computer system.
• Responsible for performing lobby checks once in the morning and once in the afternoon and informing patients of extended wait times or delays in the provider’s schedule.  
• Responsible for handing patient a Lobby Assistance slip to fill out when a requesting to speak with a nurse. 
• Responsible for contacting supervisor when a potentially infectious patient presents at check in or of any potential patient conflicts or lobby disturbances.

Eligibility

• Responsible for reviewing daily schedule to assure any medical records for patient from other sites, ER visits or hospital follow ups are in the chart.  If not in chart, make sure they are retrieved before patient arrives for appointment.
• Responsible for daily retrieval of new patient insurance information and verifying insurance and contacting patient to explain benefits.
• Responsible for reviewing that all patient paperwork including demographics, consents and rights are correct, current and in the patient’s language of choice. 
• Responsible for assuring financial screening form is current and correct and Proof of Income is current or the warning letters are documented. 
• Responsible for assuring that all State and Federal Grants /Programs screening forms, applications and financials are current and complete.
• Responsible for reviewing that a current copy of insurance card, Medicare card or current MSP letter is in chart.
• Responsible for assuring any new patient insurance information already on file is in chart. 
• Responsible for verifying with patient, address, phone number and date of birth prior to discussing appointment information.
• Responsible for confirming appointments 1 – 2 days prior to scheduled appointment date and reviewing the following with the patient and clearly inform of financial responsibilities.
  1. Past Due Balances
  2. Payment Plan Arrangements
  3. Any information needed to complete financial process such as POI
  4. If paperwork is due to be filled out/updated to arrive 10 minutes early
  5. To bring all prescription bottles
• Responsible for making multiple attempts to contact patient for appointment confirmation. 
• Responsible for performing financial screening in a confidential location, to determine any and all Agency programs or Medicaid/CHIP patient may be eligible to receive. 
• Responsible for clearly explaining any and all Agency programs or Medicaid/CHIP eligibility to patient and assures that patient fully understands.
• Responsible for printing encounter and placing it on the chart. 

Expectations:

* Greet and assist patients with check-out process and scheduling appointments.

* Responsible for processing each patient for check-out upon discharge

* Responsible for collecting payment from patient

* Responsible for making sure all charges post to account and billed correctly with diagnosis and modifiers.

* Responsible for processing and correcting end of day reports

* Responsible for balancing money drawer and payment batch

* Responsible for verifying insurance and screening patients for programs and grants offered by Carevide.

* Responsible for helping check-in staff as needed.

Employee is expected to:

• Perform any other duties assigned by the Clinic Manager and/or AR Manager. 
• Perform job duties in a friendly manner and with a positive attitude. 
• Treat patients with respect at all times.
• Treat supervisors and coworkers with respect at all times.
• Work cooperatively and communicate with clinic staff, providers and patients as necessary. 
• Keep any information seen, read or heard confidential according to HIPPA guidelines
• Keep personal matters out of the work place.
• Fulfill job duties on a daily basis. 
• Keep supervisor informed of any work related issues.
• Inform Housekeeping of areas that require attention in and around your workstation and the lobby area. 
• Inform supervisor of any non-approved absenteeism/tardiness by 7 am.
• Fill out time off request forms in advance with as much notice as possible, a minimum of 2 weeks. 

General Qualifications and Requirements:

Knowledge and Skills: Ability to understand written and verbal instruction, neatness and efficiency, must be able to communicate well and work effectively with patients and staff.   

Education: Graduation from an accredited High School or equivalent

Special Qualifications: Knowledge of Medical front office operations including health insurance & verification, CPT & ICD-10 codes a plus.

Reporting Relationship: Reports to directly to the Clinic Manager and indirectly to the Accounts Receivable Manager. 

This job description shall include, but is not necessarily limited to, the above duties.  Candidate may temporarily perform other duties as assigned to maintain operations and services.

HOURS - Mon - Fri 7:30 - 5