Clerical

About the role

The Receptionist is a non-licensed worker who performs office-related duties to assist 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 or Clinical Director.

Receptionist Duties

Answering Phone

• Answer phone before the third ring using a pleasant voice, stating "Good Morning/Afternoon, [company name] and who is speaking."
• If the person calling cannot be connected, 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 new patient information on referral sheets.
• Call insurance company for verification of coverage, deductible information, and pre-certification for rehab services 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 mail claims.
• Pre-certify workers' compensation if indicated by the adjuster and log pre-cert information for future reference.

Checking In Patients

• Greet patients upon arrival and provide a sign-in sheet.
• Address patients by name when possible.
• Provide new patients with a patient information sheet and either financial or workers' compensation information sheet.
• Obtain rehab prescription and copies of insurance cards.
• Create patient charts according to instructions.
• Prepare charge ticket with patient’s name, date, and therapist initials.
• Notify appropriate office personnel when the 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 schedules and have patients sign promissory notes 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" in the appointment book prior to a patient’s physician visit.

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.
• Ability to maintain confidentiality of medical records.
• Ability to work with individuals of all ages.