Clerical

PRIMARY FUNCTION

The Receptionist is a non-licensed worker who has completed an on-the-job training program. The primary function of the Receptionist is to perform office-related duties.

RESPONSIBLE FOR

• Performing general clerical duties as well as daily patient charges
• Aiding in maintaining the efficient operation of the facility

QUALIFICATIONS

• Educational Requirement: Completed the twelfth grade level of school
• Experience Requirement: Background of secretary/receptionist work

Primary Duties

• CORPORATE DUTIES: Coordinate and schedule patients’ appointments.
• PATIENT RECORDS: Maintain all aspects of patient medical records, including scheduling 30-day re-evaluations and re-certifications for Medicare.
• DAILY OPERATIONS: Record daily patient charges and assist with deposit. Track and collect patient’s deductibles and copayments.
• GENERAL CLERICAL DUTIES: Perform general receptionist/secretarial tasks such as answering phone, taking messages, filing, etc.

RECEPTIONIST DUTIES

• ANSWERING PHONE: Answer phone before third ring using a pleasant voice stating "Good Morning/Afternoon, company name and who is speaking." Offer to take a message if the caller is trying to reach someone who is not available.
• NEW PATIENT: Give patients an appointment within 24-48 hours if possible. Obtain patient's name, phone number, diagnosis, referring doctor, frequency and duration as stated on prescription and insurance information. Log this information on new patient referral sheets. Contact insurance company for verification of insurance, percentage of coverage for rehab services, deductible information, and if this has been met. For workman's comp, obtain prior authorization for frequency and duration prior to the first appointment. Fill out workman's comp authorization form and mail claims and length of authorization. Pre-certify workman's comp if indicated by adjuster and log precert information on bottom of workman's comp authorization form so future authorization can be easily noted.
• CHECKING IN PATIENTS: Greet patients upon arrival and provide them with a sign-in sheet. Always use patient's name when addressing them, if possible. Provide new patients with patient information sheet and either financial or workman's comp information sheet. Obtain rehab prescription and copy of insurance cards. Make patient's chart according to instructions in PATIENT CHARTS. Make up charge ticket for therapist inputting patient's name, date, and therapist initials. Notify appropriate office personnel that patient is ready to be brought back for treatment.
• CHECKING OUT PATIENTS: Discuss patient's account, insurance coverage, and inform them of their ESTIMATED portion of their bill. Set up payment schedule and have patient sign appropriate promissory note if applicable. Collect patient's co-payment daily. Schedule patient for next appointment.
• SCHEDULING PATIENTS: Schedule patients on a weekly/daily basis for their appointment times, trying to accommodate work schedules when necessary. Inform patient if they require specific appointment times to schedule their appointments early for the coming week. When scheduling patient for the next weeks appointments, ask if they have a return appointment with their physician and write 'Letter to Doctor' above their name on appointment book prior to M.D. visit.