Office Professional (Accordia Family Medicine)

Responsibilities

• Greet all consumers in a professional and welcoming manner.
• Ensure consumers sign in via paper signature log upon arrival at the clinic.
• Verify appointments in scheduling system or manual method and promptly notify the appropriate clinician of the consumer’s arrival.
• Direct consumers to appropriate waiting area or exam room and periodically monitor the waiting area to ensure consumers are called to their appointments.
• Usher consumers to appropriate exam rooms once checked in.
• Complete admission process for new consumers:
  • Direct consumers to complete general intake forms and obtain appropriate insurance information.
  • Accurately populate all fields related to the admission process in Aatar/Athena.
  • Ensure Guarantor lineups and Plans are entered correctly in Avatar/NextGen using online guarantor documentation.
• Research all patients presenting with no insurance through Medicaid, Medicare, and Blue Cross eligibility sites.
• Collect consumer payments:
  • Collect “out-of-pocket” costs (e.g., co-pays, deductibles, and co-insurance) and prepare receipts.
  • Prepare and make deposits, if needed.
• Assist with Financial Assistance/Sliding Fee Discount Program applications:
  • Help consumers complete the Financial Assistance application/Sliding Fee Discount Program application as needed.
  • Communicate with consumers regarding proof of income requirements.
• Manage scheduling calendar:
  • Schedule return appointments accurately and provide consumers with appointment cards.
  • Reschedule and cancel appointments as necessary and communicate changes to consumers.
  • Schedule consumer appointments with outside agencies as requested.
  • Enter unscheduled appointments into the scheduling system (manual) and notify the appropriate clinician of the consumer’s arrival.
• Answer telephone in a professional and welcoming manner:
  • Receive consumer requests for appointments, information, and changes.
  • Direct callers to the appropriate person in a timely manner.
• Protect and maintain the confidentiality of all records and patient information:
  • Ensure all releases are completed accurately and immediately scanned into Avatar via POS scanning.
  • Assist with and coordinate release of protected health information under organizational policies and legal requirements.
• Perform other responsibilities:
  • Conduct quality assurance processes as necessary.
  • Complete administrative review audits as needed.
  • Distribute prescriptions from doctors/CRNPs/PAs to consumers.
  • Provide relief for other staff members.
  • Make copies, fax documents, and perform other clerical duties as needed.
  • Personally escort patients to exam rooms once checked in.
• Seek supervision and consultation as needed, accept and employ suggestions for improvement, and actively work to enhance skills.
• Maintain courteous and respectful behavior toward consumers, visitors, and co-workers:
  • Treat consumers with care, dignity, and compassion.
  • Respect consumers’ privacy and confidentiality.
  • Be pleasant and cooperative with others.
  • Assist consumers and visitors as needed.
  • Ensure personal values do not inhibit ability to relate and care for others.
  • Be sensitive to consumers’ needs, expectations, and individual differences.
  • Be gentle and calm with consumers, families, and others as appropriate.
• Perform administrative and other related duties as assigned:
  • Actively participate in Performance Improvement activities.
  • Participate in AltaPointe/Accordia committees as requested.
  • Complete assigned tasks in a timely manner.
  • Treat consumers with dignity and respect.
  • Work cooperatively with other AltaPointe/Accordia employees.
  • Follow AltaPointe/Accordia policies and procedures.

Requirements

• High school graduate or equivalent.
• Ability to communicate verbally, withstand frequent deadlines, concentrate, and maintain accuracy despite frequent interruptions.
• Demonstrated knowledge of:
  • Basic clerical skills.
  • Use of standard office equipment, including computers, copy, and fax machines.
  • Basic medical terminology.
• Previous medical/health front desk experience preferred.
• Ability to stand, sit, or walk for prolonged periods of time.

Physical Requirements

• Continuous sitting (up to 2 hours at a time) until break or lunch.
• Reaching forward to place paperwork on a document stand.
• Grasping to turn keys in doors, grabbing files/paperwork.
• Lifting up to 10 pounds.
• Carrying up to 10 pounds to transport small quantities of charts various distances in the facility.
• Fine manipulation/dexterity for data entry, writing, and handling paperwork.
• Standing and walking frequently throughout shift and to various locations in the facility to file charts and stock supplies.
• Sitting in frequent bursts up to 10 minutes; extended sitting up to 1 hour.
• Forward reaching, reaching out to front, and overhead reaching with up to 5–15 pounds when filing records and charts.
• Lifting various ranges from the floor to overhead throughout the day with up to 15 pounds (medical records and supplies).
• Carrying up to 15 pounds various distances.
• Frequent step ladder climbing to access higher shelves for filing and stocking/retrieving supplies.
• Strong grasp/pinch grip needed to use keys in doors and handle medical records.
• Fine manipulation/dexterity to use computers, write, and handle medical records paperwork.
• Ability to stand for long periods, continuously bend, stoop, kneel, crouch, reach, and lift at least 10 pounds.
• Visual acuity in at least one eye and manual dexterity.