Clerical

About the role

The Receptionist is a non-licensed worker who performs office-related duties, including general clerical tasks, patient charges, and assisting with 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 doctors, including Medicare recerts.
• Any other duties as assigned by the Office Manager or Clinical Director.

Receptionist Duties

• Answering Phone: Answer before the third ring with a pleasant greeting. Take messages if the intended recipient is unavailable.
• New Patient Intake:
  • Schedule new patient appointments within 24-48 hours.
  • Obtain patient’s name, phone number, diagnosis, referring doctor, frequency/duration (per prescription), and insurance information.
  • Verify insurance coverage, deductibles, and pre-certification for rehab services if required.
  • For workers’ compensation, obtain prior authorization, complete authorization forms, and log claim details (employer name, claim number, address).
• Checking In Patients:
  • Greet patients upon arrival and provide a sign-in sheet.
  • Provide new patients with information sheets (financial or workers’ comp) and obtain rehab prescriptions and insurance cards.
  • Prepare patient charts and charge tickets for therapists.
  • Notify staff when a patient is ready for treatment.
• Checking Out Patients:
  • Discuss patient accounts, insurance coverage, and estimated billing amounts.
  • Set up payment schedules and obtain signed promissory notes if applicable.
  • Collect daily copayments and schedule follow-up appointments.
• Scheduling Patients:
  • Schedule weekly/daily appointments, accommodating work schedules when possible.
  • Note upcoming physician visits in the appointment book and prepare "Letter to Doctor" as needed.

Requirements

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

Special Demands

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