Medical Receptionist

Clinic Responsibilities (not an exhaustive list)

• See clinic hours Monday through Friday: 8 am - 5.30 pm.
• The employee must be prepared to work holidays and weekends as Sunshine Pediatrics requires, understanding that weekend and holiday shifts will be distributed as evenly as possible.
• If the employee is full‑time, they must be prepared to work up to 8 hours daily, generally between 8 AM and 5.30 PM. If the employee is part‑time, they must be prepared to work up to 31.9 hours per week in total. However, the employee must also accept that there could be variations in both total hours and shift timing either on a temporary or regular basis.
• See the Receptionist Task List at the end of this document.
• Check in patients and siblings.
• Verify insurance coverage (this is a must) and patient information sheets.
• Collects co‑pay (if patient has insurance or is self‑pay). Receive payment and record receipts for services.
• Print superbill for patients.
• If a patient is here for a well visit, while you have the patient screen open schedule the next well visit & put on chart so nurses can give the appointment card to the parent.
• Put ASQ's, Consent to treat, CRAFFT, Maternal Depression, PHQ-9 Depression, PRAPARE, Patient Satisfaction Survey for parent to fill out while waiting.
• Un‑transfer phones in the morning.
• Answer phones for scheduling appointments, transfer phone when needed to the nurse if parents ask to speak with nurse concerning patient labs. If nurses are busy take a detailed message so nurses can follow up, also ask for pharmacy.
• Call parents to confirm appointments, reschedule if needed.
• Sort out the Faxes (MUST be done daily).
• Prepare patient charts for the next day, this way when the patient calls to check in all you need to do is confirm the address, phone, and insurance information.
• "A MUST" if patient is a NO-SHOW, you must call the patient and attempt to reschedule the appointment and make sure that it is documented in the chart so the doctor can see this for the next visit.
• Make copies when needed, including SUPERBILLS.
• Medical Records: Copy charts for: PCP Changes, Attorneys, etc. (this is to be done on Wednesday). Weigh charts to put correct postage (if it's too heavy, take it to the Post Office to have it mailed.
• Give school/work excuses.
• Load ER visits for telemedicine calls.
• Telemedicine scheduling sibling appointments.
• Performs administrative support tasks such as proofreading, handwritten information, and operating calculators or computers to work with pay records, balance sheets, and other documents.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Schedule appointments for patients and siblings and maintain and update appointment calendars.
• Provides information about the establishment such as location of office and services provided by clinic.
• Fax medical records MUST have a signed consent form for it to be faxed or mailed.
• Referrals (Faxing Only)
• Call wellness visits due when the schedule is slow.
• Cover each other during lunch and if needed to take a day off or doctor’s appointment.
• The new employee should be able to possess basic skills required by all full‑time employees as identified by the receptionist supervisor to be hired for this position.
• The new hire will fill the SPAFC receptionist checklist at the beginning, expected to perform all the items which she checked off in the receptionist checklist.
• The new employee will identify the areas that she needs help in beyond the basic skills, expected for a full‑time employee. An appropriate timeline will be decided by Dr. Yerasi, the supervisor, and the new employee depending on the extent of the help needed.
• The new hire will make every effort to complete the checklist to affect the smooth functioning of the clinic, getting all the required logins within 2 weeks of starting the training. The new hire will report to Dr. Yerasi if she has any problem in fulfilling the checklist and getting logins in a timely manner.
• Dr. Yerasi, supervisor, office manager and workflow manager will meet after the agreed timeline to reevaluate the skills that need improvement. This can be done over the phone if a sit‑down meeting is not possible. If any additional training is needed, an additional appropriate timeline will be decided by the involved people.

Professional Responsibilities (not an exhaustive list)

• Front desk, general office areas, and all common areas fully set up at least 15 minutes before the first patient.
• Keeps clean, orderly, and disinfected office space and common areas.
• Reports, documentation, and paperwork are completed and submitted in a timely and professional manner.
• Is punctual during work hours: does not arrive after start time and does not leave before closing time, unless given express permission by the Provider.
• Contributes to the clinic as a thoughtful and enjoyable team member.
• Meets with staff, Provider, and SPAFC managers as required.
• Greets patients warmly and provides "empathy with excellence" for the entirety of the encounter.
• Maintains professional appearance in dress and conduct.
• Practices quality care and maintains high standards of clinical policies, procedures, and practice.
• Conducts speech and behavior with professional decorum and maturity.
• Seeks help and is teachable when problems arise.
• Contributes to the ongoing health of the clinic and non‑clinic personnel, including other SPAFC employees.
• Is a central team player in not just identifying problems but joyfully solving problems.
• If additional staff are added to the clinic due to an increase in patient count or clinic transitions, this employee will assist the Coordinator and Provider in properly orienting, preparing, and installing new clinic team members.
• Upholds the Clinic Operations Manual in thought, word, and deed.

Required Days:

• All days and times during clinic hours.

Time Off:

• Abides by the Clinic Operations Manual and company policies and procedures regarding PTO (Paid Timer Off) and UTO (Unpaid Time Off)