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 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 person calling is trying to reach someone who is not available.
• NEW PATIENT: When new patients call to schedule appointments, give them 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. Use new patient referral sheets to log this information. Call insurance company for verification of insurance, percentage of coverage for rehab services, deductible information and if this has been met and precert rehab services if required. If patient is workman's comp, then prior authorization for frequency and duration must be done prior to patient's first appointment. Fill out workman's comp authorization form, be sure and obtain a(employer’s name, file or claim number, address) mail claims and length of authorization. Pre-cert workman's comp if indicated by adjuster and log precert information on bottom of workman's comp authorization form so future authorization will be easily noted to precert.
• 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: Have designated office personnel 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.