Intake Representative I

About the role

Serves as a first point of contact for customers by phone, as well as a liaison between external customers and medical staff.

Responsibilities

• Answers incoming calls, assesses the urgency of the call; appropriately triages and directs all calls according to established procedures to ensure optimal quality patient care.
• Schedules patient appointments, communicates and coordinates scheduling with clinical personnel to optimize patient care and efficiency.
• Provides a high level of customer service to all internal and external customers.
• Provides front line support to the Outpatient Psychiatry and Counseling Center through the performance of phone screenings, assigning prospective patients to therapists and physicians, and patient phone calls.
• Affords support to the maintenance of the intake database and monthly reports on intake activity.
• Performs other duties as needed.

Essential Job Functions

• Provides intake services to callers requesting outpatient mental health, chemical dependency or psychoeducational services; schedules appointments for appropriate callers qualifying for services.
• Maintains clinic work queues, waitlists, referrals and recall lists daily, ensuring compliance.
• Compiles and forwards all required information for prior authorizations to appropriate parties to ensure medications are received and accurately filled in a timely basis.
• Mails and faxes letters and documents in a timely manner. Sends all no-show letters and cancellation letters.
• Sends appointment reminders and new patient welcome letters with attendance policy.
• Answers incoming calls, assesses the urgency of the call; appropriately triages and directs all calls according to established procedures to ensure optimal patient care.
• Schedules appointments by protocol; communicates and coordinates scheduling with clinical personnel to optimize patient care and efficiency.
• Answers telephone in accordance with IHA telephone etiquette guidelines, taking and relaying messages in a timely manner.
• Ability to cross-train in other areas of practice/department in order to support and achieve smooth flow of all operations.
• Obtains necessary patient registration information, verifies patient insurance eligibility, prepares charts for visits in accordance with IHA protocols and notifies clinical staff of patient’s arrival, if applicable.
• Confirms patient appointments based on office protocols; obtains appropriate information, enters preliminary account data into computer and confirms appointments based on office protocols.
• May collect payment(s) and ensures timely and accurate posting of payment.
• Records messages for physician and staff accurately, with complete information required, and ensures that it is routed appropriately through Trinity Health IHA Medical Group EMR system.
• Aids patients with MyChart-related questions. Keeps current on updates, changes and FAQ’s. Accurately documents into IHA systems.
• Maintains familiarity with physician office, Billing Department and all extended care location basic services and hours of operation to respond to customer requests accurately and promptly.
• Affords support to the assistance of patients and facilities with questions related to referrals, authorizations and requisitions per established protocols. Accurately completes patient forms.
• Supports report management and patient outreach. May support overdue report management.
• Affords support to other offices, attends meetings and training as assigned.
• Performs other duties as assigned.

Organizational Expectations

• Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of Trinity Health Medical Group.
• Must be able to work effectively as a member of the Service Center team.
• Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
• Successfully completes all relevant organizational training and adheres to Trinity Health Medical Group standard of care as outlined in the Trinity Health Code of Conduct.
• Maintains knowledge of and complies with Trinity Health Medical Group standards, policies and procedures.
• Maintains general knowledge of Trinity Health Medical Group office services and in the use of all relevant office equipment, computer and manual systems.
• Maintains strict confidentiality in compliance with Trinity Health Medical Group and HIPAA guidelines.
• Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences. Uses resources efficiently.

Essential Qualifications

• EDUCATION: High School Diploma or GED. Course work in insurance/billing, medical practice education or seminars are all preferred.
• CREDENTIALS/LICENSURE: None
• MINIMUM EXPERIENCE: Previous experience in a combination of patient services, medical reception, call/customer service center (medical environment) or other customer service environment.

Position Requirements (abilities & Skills)

• Knowledge of virtual PPSC protocols, processes and procedures related to position responsibilities.
• Excellent written (legible), verbal and face-to-face communication skills, including proper phone etiquette.
• Proficient/knowledgeable in-patient care procedures and organizational policies related to position responsibilities.
• Service-oriented; responsive to customer needs and courteous in approach.
• Ability to monitor, organize and keep work area neat.
• Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, electronic medical records, Microsoft Word /Excel/Outlook, intranet and computer navigation.
• Ability to compute mathematical calculations.
• Sufficient knowledge of medical terminology, billing, insurance, referrals and authorizations to perform responsibilities.
• Ability to work collaboratively in a team-oriented environment; displays professional and friendly demeanor.
• Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, patients, family members, vendors, outside customers and couriers.
• Good organizational and time management skills to effectively juggle multiple priorities and time constraints.
• Ability to exercise sound judgement and problem-solving skills, specifically as it relates to resolving or escalating difficult or complex issues to appropriate areas as needed.
• Ability to handle patient and organizational information in a confidential manner.
• Ability to travel to other office/practice sites and meeting and training locations.
• Successful completion of IHA competency-based program within introductory and training period.