Receptionist

Description

SUMMARY/OBJECTIVE

Serves as the primary receptionist for Premier Comp Solutions while performing ongoing fax indexing and document processing duties for the Injury Care Department. Provides professional front-desk and telephone support and accurately reviews, identifies, and indexes incoming Injury Care documentation in the case management system (CMS), under the direction of the Injury Care Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Reception and General Office Support

1. Answers incoming PCS telephone calls professionally and courteously using the established company greeting; directs calls to the appropriate person or department.

2. Checks the general voicemail mailbox and forwards messages promptly; reviews staff calendars to identify absences and meetings.

3. Greets visitors professionally, notifies the appropriate employee of their arrival, and offers beverages as appropriate.

4. Obtains caller name, telephone number, company, and reason for calling; accurately records and promptly distributes messages when needed.

5. Uses CMS and current employee/department directories to identify the appropriate Injury Care staff member for case-related calls.

6. Schedules the conference room and maintains a clean, organized reception area.

7. Responsible for retrieving and sorting the daily mail, and notifying the appropriate department on a daily basis. Signs for UPS and FedEx packages and distributes accordingly.

8. Notifies the Injury Care Manager of inappropriate, nonbusiness, or concerning calls as appropriate.

Injury Care Fax Indexing and Document Processing

9. Monitors assigned incoming fax inboxes or queues and processes Injury Care documentation in a timely manner while maintaining reception coverage.

10. Reviews incoming documents to determine the document type and relevant information, including patient/claimant identifiers, provider information, date of service, and related claim details.

11. Locates and verifies the correct claim in CMS before indexing; checks identifying information carefully to prevent misfiling.

12. Accurately indexes and labels incoming documents to the appropriate claim and document category in accordance with Injury Care procedures and established indexing standards.

13. Recognizes common Injury Care documents, including office notes, work status reports, prescriptions/referrals, diagnostic reports, physical therapy documentation, and appointment correspondence.

14. Identifies documents containing multiple report types and follows department rules for correct classification and indexing.

15. Routes documents or notifications requiring follow-up to the appropriate Injury Care team queue or designated staff member, following current departmental workflow.

16. Escalates illegible, incomplete, unmatched, duplicate, or unclear documentation rather than guessing or indexing to an unverified claim.

17. Ensures that personnel, client, donor and volunteer files are securely stored and privacy/confidentiality is maintained.

18. Follows applicable client/carrier special handling instructions and protects confidential claimant and medical information.

19. Maintains accuracy and timely processing of assigned fax indexing work; communicates backlogs, discrepancies, and competing priorities to the Injury Care Manager.

Additional Responsibilities

20. Participates in required training and maintains familiarity with updated receptionist and Injury Care indexing procedures.

21. Performs other related duties as assigned. This description is not an exhaustive list of all duties; responsibilities may change based on business needs.

Requirements

REQUIRED EDUCATION, EXPERIENCE AND COMPETENCIES

1. High School Diploma or equivalent.
2. Computer proficiency, accurate data entry, and ability to learn CMS, fax queues, and document indexing workflows.
3. Professional communication, customer service, and telephone etiquette skills.
4. Strong attention to detail, organization, accuracy, and ability to follow written procedures.
5. Ability to prioritize tasks, manage interruptions, and seek clarification when documentation is unclear.
6. Ability to maintain confidentiality of personnel, client, claimant, and medical information.