Front Office Clerk/Receptionist

Overview

Perform all front desk related patient coordination to ensure patient care is streamlined and complete. Greet and direct all patients in regard to their infertility needs. Maintain physician, ultrasound, nursing and lab schedules. Deliver exceptional customer service to all Reproductive Associates of Delaware's patients and staff. Maintain constant communications with physicians, clinical staff, administration, lab staff and outside surgical facilities regarding patient care/scheduling. Train and educate front-end staff when necessary. Maintain new patient data for marketing needs. This role will propagate a culture of service commitment to provide an exceptional customer service experience to BUC's patients.


Education, Qualifications, Certifications and Training

• High School Diploma; college degree preferred.
• 3-5 years of medical office experience
• 3-5 years prior front desk experience.

Requirements

• Dependable, self-motivated, detail oriented
• Able to efficiently handle multiple incoming calls
• Precise and accurate in written and oral communications
• Handle multiple tasks and priorities
• Pleasant, friendly personality
• Work well in a team environment
• Knowledge of Microsoft Office and general Windows environment
• Prior experience utilizing an electronic records management systems.

Responsibilities

Telephone

• Answer calls and forward to the appropriate party in a timely manner.
• Answering incoming calls and directing calls to the proper departments.
• Ability to answer phones and collect messages to ensure patient needs are addressed in timely manner.

Reception

• Greet patients, physicians and other employees in a professional manner.
• Assist patients with questions and concerns.
• Scan licenses into PM system.
• Collect Copays and deductibles
• Enter demographic data into PM system.

Filing and Charting

• General filing and charting when necessary

Administrative Support

• Administrative support to Management staff.
• Handle incoming and outbound mail deliveries
• Ordering supplies in a cost-conscious manner.
• Provide clerical support to other staff members such as photocopying, faxing, prepare binders and packets, filing, update rolodex/contact information, fax sorting and distribution
• Typing of memos, e-mails, letters and other correspondence, and dictation.
• Type and send business correspondence.
• Communicate daily with clinical, other patient care coordinators, physicians and lab staff regarding any urgent patient care needs.
• Provide back-up support for marketing activities, including mass mailers, conduct prospect company research, preparation of presentation folders, data-entry, and other miscellaneous marketing duties.
• Other administrative duties as assigned.
• duties and responsibilities as they arise.
• Prepare business envelopes/packages for outgoing delivery services.
• Learn how to scan documents to email or file and then use to distribute or archive in an efficient manner.

Computer Skills

• Use MS Word to maintain phone list, create mailing labels and type correspondence.
• Use Excel to update and maintain spreadsheets.
• Data entry and clerical processing/entry in databases or other programs in order to create easier data distribution.
• Compile, create, and maintain various reports.
• Extensive computer literacy. Includes intermediate to advanced knowledge of all of the following: Microsoft Word, Excel, Access and PowerPoint. Understanding the Internet and e-mail is necessary.

Financial

• Communicate to patients their insurance guidelines in regard to infertility / surgery coverage.
• Inform new patients of their benefits regarding treatment coverage, co-pay's, deductibles, referrals, etc.
• Update practice management system when necessary for patient appointments to include; printing of charge slips, face sheets, patient demographics, noting, etc.
• Perform eligibility checks and insurance benefit verifications for patients prior to their appointments.
• Check out patients once visit is complete to include; collecting co-pay, scheduling of any and all necessary appointments, etc.
• Perform insurance verification on occasion.
• Perform A/R follow-up on occasion.
• Collect copays from patients.

Miscellaneous

• Maintain the organization of the common areas including the reception area, breakroom, and conference room.
• Pick-up/sort/distribute mail.
• General office duties to include; photocopying, faxing and filing
• Gather and Record data on a daily, weekly and monthly basis to establish systems of accountability and aid marketing decisions.
• Assist in all aspects of our office when needed
• etc when needed, in a time conscious manner, with appropriate documentation in entry

Knowledge, Skills and Abilities

• Knowledge of patient evaluation and triage procedures.
• Knowledge of clinical operations and procedures.
• Ability to react calmly and effectively in emergency situations.
• Ability to effectively prioritize work assignments.
• Ability to foster a cooperative work environment.
• Ability to organize multiple schedules.
• Ability to communicate effectively both written and orally with clinical staff and patients regarding patient care needs.

Physical Attributes / Physical Demands Needed

• Physical activity, such as bending, lifting and climbing are necessary to adequately perform daily duties.
• Fluency in the English language is necessary to properly and clearly communicate with staff and patients.
• Prolonged sitting.
• Lifting, bending, and stooping.
• Ability to answer calls and hear patients on the phone.

Working Conditions

• Close working environment with others.