Clerical

Full-time front office/receptionist position in Ozark, AL.

About the role

The Receptionist is a non-licensed worker who performs office-related duties and assists with maintaining the efficient operation of the facility.

Responsibilities

• 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.
• Tracks and collects patient’s deductibles and copayments.
• Performs general receptionist/secretarial duties such as answering phones, taking messages, and filing.
• Processes all dictation, copies, and forwards to referring doctor, including Medicare recerts.
• Any other duties as assigned by the Office Manager/Clinical Director.

Receptionist Duties

Answering Phone

• Answer phone before the third ring using a pleasant voice: “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

• Schedule new patient appointments 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 information on new patient referral sheets.
• Call insurance company for verification of coverage, percentage for rehab services, deductible information, and pre-certification if required.
• For workers’ compensation patients, obtain prior authorization for frequency and duration before the first appointment.
• Complete workers’ compensation authorization form, including employer’s name, file or claim number, address, and length of authorization.
• Pre-cert workers’ compensation if indicated by adjuster and log pre-cert information for future reference.

Checking In Patients

• Greet patients upon arrival and provide a sign-in sheet.
• Use patient’s name when addressing them, if possible.
• Provide new patients with a patient information sheet and either financial or workers’ compensation information sheet.
• Obtain rehab prescription and copy of insurance cards.
• Create patient’s chart according to instructions in PATIENT CHARTS.
• Prepare charge ticket with patient’s name, date, and therapist initials.
• Notify appropriate office personnel that patient is ready for treatment.

Checking Out Patients

• Discuss patient’s account, insurance coverage, and estimated portion of their bill with designated office personnel.
• Set up payment schedule and have patient sign promissory note if applicable.
• Collect patient’s co-payment daily.
• Schedule patient for next appointment.

Scheduling Patients

• Schedule patients weekly/daily, accommodating work schedules when necessary.
• Inform patients requiring specific appointment times to schedule early for the coming week.
• Note “Letter to Doctor” above patient’s name in the appointment book prior to their physician visit.

Requirements

• Must have completed the twelfth grade level of school.
• Background in secretary/receptionist work.

Special Demands

• Must be able to accept responsibility and respect authority.
• Must demonstrate good judgment and common sense.
• Willingness to work under pressure.
• Must be able to accept constructive criticism.
• Must maintain confidentiality of all patient medical records.
• Must be able to work with individuals of all ages.