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.

Responsibilities

Performing general clerical duties as well as daily patient charges and assisting with maintaining the efficient operation of the facility.

• Coordinates and schedules patients’ appointments.
• Maintains all aspects of patient medical records, including scheduling 30-day re-evaluations and re-certifications for Medicare.
• Records daily patient charges and assists with deposit.
• Tracking and collection of patient’s deductibles and copayments.
• Performs general receptionist/secretarial duties such as answering phone, phone messages, filing, etc.
• Processes all dictation, copies and forwards to referring doctor to include Medicare recerts.
• Any other duties as assigned by the Office Manager/Clinical Director.

Answering Phone

• Answer phone before third ring using a pleasant voice; state "Good Morning/Afternoon, company name and who is speaking".
• If the person calling is trying to reach someone who is not available, always offer to take a message.

New Patient

• When new patients call to schedule appointments they should be given 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 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.

Requirements

Special Demands

• Must be able to accept responsibility and respect authority.
• Must demonstrate good judgement and common sense.
• Willingness to work under pressure.
• Must be able to accept constructive criticism.
• Must be able to hold in confidence medical records of all patients.
• Must be able to work with individuals of all ages.

Qualifications

Education: Must have completed the twelfth grade level of school.

Experience: Background of secretary/receptionist work.

General Source of Workers: Recruited individuals with clerical background on aptitude.

Promotion: Insurance Clerk/Office Manager

Supervised By: Office Manager and Clinical Director