Receptionist

The Receptionist is responsible for coordinating the daily administration of the clinic while delivering  exceptional customer service to those who call and visit the clinic.

ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS

• Answer incoming phone calls, make outgoing calls, redirect calls, check voicemail, and answer messages while maintaining HIPAA compliance.
• Welcome patients by greeting and assisting them, scheduling appointments, and maintaining records and accounts.
• Check out patients and set up return appointments.
• Schedule, reschedule, and cancel appointments for existing and current patients.
• Assists with keeping patient appointments on schedule by notifying clinical staff of patient’s arrival, audits, and preparing charts for the following day.
• Register patients and collect identification and insurance cards, then scan or copy them into the clinic’s electronic medical record system.
• Enter insurance referrals into the clinic’s electronic medical records system.
• Maintain excellent communication and professionalism when corresponding with other physicians’ offices in Columbia when requesting new referrals.
• Maintain patient accounts by obtaining, recording, and updating personal and financial information.
• Records and updates financial information, recording and collecting patient co-pays and account balances.
• Completes clinic deposits at the end of each day.
• Protects patients’ rights by maintaining the confidentiality of medical, personal, and financial information.
• Assist patients with completing Medical Records Release when a provider needs access to medical information.
• Entering points and coupons into Alle.
• Adheres to policies and procedures set by CMD.
• Provide excellent customer service to patients, vendors, and visitors as well as internal staff.
• Process incoming and outgoing mail and faxes; open, distribute, and scan, as required.
• Receive deliveries and requisition office supplies.
• Keep the work area clean and public waiting areas organized and neat.
• Perform opening and closing procedures, such as locking/unlocking doors and turning on/off lights in the building.
• Decipher and delegate patient communication to the responsible provider and or nursing team.
• Perform additional clerical and other duties as requested by management.

KNOWLEDGE, SKILLS, and ABILITIES

• Knowledge of company products, services, policies, and procedures.
• Skilled in identifying and resolving customer problems in an efficient and friendly manner.
• Intermediate skills in Google Docs, Google Sheets, Gmail Microsoft Outlook, Word, Excel, PowerPoint, and Internet usage.
• Working knowledge of medical terminology and HIPAA regulations.
• Skill in operating a multi-line phone system.
• Skill in verbal and written communication.
• Ability to communicate professionally with vendors, co-workers, customers, and clients.
• Ability to multitask in a fast-paced, team environment with frequent interruptions.
• Ability to follow oral and written instructions.
• Ability to use discretion while working with sensitive information.

ORGANIZATIONAL CORE COMPETENCIES

Building Trust - Interacting with others in a way that gives them confidence in one’s intentions and those of the organization.

Patient Focus - Ensuring that the patient perspective is a driving force behind business decisions and activities; crafting and implementing service practices that meet patients’ and own organization’s needs.

JOB-SPECIFIC CORE COMPETENCIES

Building Patient Loyalty - Effectively meeting patient needs; building productive patient relationships; taking responsibility for patient satisfaction and loyalty.

Engagement Readiness - Demonstrating a willingness to commit to one’s work and to invest one’s time, talent, and best efforts in accomplishing organizational goals.

Impact - Creating a good first impression; commanding attention and respect; showing an air of confidence.

Managing Work (Includes Time Management) - Effectively managing one’s time and resources to ensure that work is completed efficiently.

EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS

• A High School Diploma or equivalent is required.
• Some college in business or a related field is preferred.
• Prior experience as a receptionist is preferred.