Intake Specialist

Medical Office Coordinator

Promotes a professional practice image by efficient performance to facilitate the smooth flow of patients and work throughout the organization. Receives and registers patients and visitors in a prompt and courteous manner; manages the telephone, schedules appointments, prepares charts, collects patient payments, processes forms.

Job Responsibilities

Greets patients and visitors in a friendly, timely and professional manner, whether in person or via telephone, determines their needs and responds accordingly.

Obtains and enters current & accurate demographic and insurance data, including insurance cards into patient registration system prior to EMR check-in.

Obtains signed financial policy and HIPAA authorizations on all new and annual patients.

Verifies medical insurance coverage and documents benefits information.

Demonstrates working knowledge of medical insurance terminology and primary v secondary, etc

Collects money at check-in in accordance with window collection policy.

Maintains secure and accurate patient payments

Prepares daily deposit of office co-pays collected.

Utilizes EMR and PM system accurately.

Schedules patient appointments according to policy as needed. Ensures physician template is followed; responds to patient referral requests within 48 hrs.

Prepares EMR charts for clinic's schedule assigned, obtaining medical records prior to appointment

Reminds each patient of their appointment for the following day and provides complete instructions for the visit; notifies patient of applicable payment due.

Follow-up on patient no-shows; send reminder notices when appropriate.

Follow confidentiality and HIPAA privacy rules

Accepts and signs for mail parcels and other deliveries, notifying recipient immediately of their arrival.

Maintains an orderly, neat and clean front desk area and waiting room.

Perform any other services deemed reasonable by physician or supervisor.

Qualifications

Education and Experience: High school diploma or equivalent. A minimum of one year's experience in a medical office or other healthcare setting preferred.

Knowledge: Modern operational methods inherent to a medical practice; clerical equipment, operations and processes; must have a basic understanding of medical terms and abbreviations; usage of computer systems; the mechanics of health insurance and PPO networks; various medical forms, reports and processing methods; patient confidentiality/HIPAA regulations; possess a fundamental knowledge of basic billing procedures.

Abilities: Make a great first impression and sustain it; utilize telephone etiquette and professionalism; exhibit strong interpersonal skills; follow set routines and be alert to variations to act accordingly; establish and maintain cooperative relationships with staff members; create a responsive, caring environment for patients; respond promptly to physicians' directions; maintain medical records in a concise and accurate manner; react quickly in emergency situations; recognize and prevent possible safety hazards; exercise independent judgment; communicate clearly and concisely; process a variety of medical reports; understand and enforce the financial policy of the practice and recognize and correct costly data capture errors; fosters a positive working environment that is responsive to patient needs.