Medical Receptionist-St. Pete/MLK

Company: ENT Associates
Location: Saint Petersburg
Posted on: May 21, 2023

Job Description:

Position Summary: The Front Office Specialist is responsible for welcoming patients, visitors, representatives and other customers by greeting and directing them in a friendly, prompt and helpful manner. The Front Office Specialist will ensure the completion of paperwork, sign-in and security procedures, and scheduling of patients. During the check-in process the accounts are registered with the patients demographics, insurance is verified and copays and deductibles are collected.
The Front Office Specialist is responsible for greeting patients as they check-out and offer them friendly and prompt assistance while coordinating the patients care. The Front Office Specialist will review the providers orders to determine the necessary treatment plan. At checkout follow up appointments are scheduled with the patient. Either appointments are scheduled or arrangements are made for diagnostic testing. Dictations are sent to the referring and primary care doctors and the clinical summaries are exported at check-out. Outstanding balances are collected for coinsurances. The deposits are collected and balanced as a group and taken to the bank for deposit.
Reports to: Director of Office Management and Staffing
Flexibility: While this job description is meant to provide an overview and specific responsibilities of a Receptionist, ENTA Management reserves the right to make changes, adjustments and revisions, as needed, to this document and will coordinate such modifications with ENTAs Practice Administrator and Physicians. While the normal work week is 40 hours, you may be subject to overtime (not to exceed 50 hours per week). You will at some point be required to travel to other offices for coverage. These hours may very due to demand of clinic.
Summary of General Duties:
Check-In Duties:

Check in patients and complete patient registration.
Manage patient flow by providing timely check-in procedures upon arrival and notifying medical support staff of patient arrival.
Update patient tracking in EMR.
Instruct new patients in completion of medical history and information forms. Ensure that all forms are completely filled out.
Notify and promote the patient portal with the patients.
Verify forms are filled out completely on the portal. If forms are missing contact the EMR & Training Manager to obtain the missing forms. If the form is not available then have the patient fill out the missing information.
Update required forms for established patient per practice protocol for the following forms: Consent, HIPAA, Financial, Demographics, etc
Maintain accuracy of patient demographic and insurance information by verifying this information at each patient encounter.
Maintains accuracy of insurance, patient billing, and contact information, by entering patient demographic and insurance information correctly into computer system.
Scan insurance cards and drivers license for all new patients.
Scan insurance cards for established patients every year. Then every time there is an insurance change. Follow established practice guidelines.
Inform patient photo will be taken for EMR chart. Capture photo and import to chart. Ensure that the photo is legible.
Schedule patient appointments within operational standards and documents appropriately.
Accurately prep charts to confirm appropriate test results and operative reports are in the chart. If not, then the information needs to be obtained prior to the appointment.
Complete insurance verification prior to patients visit to determine coverage and benefit limits.
Ensures that referrals are received or waiver is signed prior to patient being seen in absence of required referral to ensure payments are received for services rendered.
Enter referral into account and scan referral document. Link referral to appointment.
Collect copays, deductibles, coinsurance and past due balances prior to the patient being seen.
Accurately post payments and provide receipts to patients.
Reconcile daily receipts and money collected with end of day reports to confirm money balances and then prepare individual deposit.
Turn individual deposit in to Check-Out Receptionist once balanced.
File patients chart.
Scan documents.
Import faxes.
Process release of information to Bactes. Following Bactes protocol.
Follow the release of information protocol established by ENTA that follows the HIPAA guidelines to release medical records.
Complete all task within the timelines established by the practice.
Document no shows in EMR or paper chart and route task or chart to the provider to sign.
Keep Front Desk, Waiting Room and Bathroom clean and neat.
Remove magazines from the waiting room that are older than six months old or that are not in good condition. Throw out unauthorized literature in the waiting room.
Restock marketing and other ENTA promotional materials displayed in the waiting room.
Send invoices to the Director of Operations, Compliance and Procurement.
Report broken equipment or unsafe building areas to the Director of Operations, Compliance and Procurement.
Unlock front door and turn on television at the beginning of clinic.
Turn off coffee pot and television at the end of clinic.
Answers the telephone in a warm, friendly manner. Answers the back line within a few rings.
Directs urgent calls to the triage assistant and ensures that action is taken.
Obtains accurate and complete information for hospital consults and forwards to the appropriate Medical Assistant/Physician according to practice protocols.
Addresses patient portal tasks according to practice protocols.
Maintains patient confidentiality.
To inform the patients if there is a wait time for the appointment or to reschedule cancelled appointments. In such cases, the receptionist must be courteous, apologize for the inconvenience caused, and assure the patient that the appointment will be rescheduled.
Perform other duties as assigned or requested.

Check-Out Duties:

Check out patients and complete the patient tracking in the EMR.
Schedule patient appointments within operational standards and documents appropriately.
Collect outstanding balances, coinsurances, deductibles, copays and self-pay balances that are owed at the time of checkout.
Accurately post payments and provide receipts to patients.
Reconcile individual daily receipts and money collected with end of day reports to confirm money balances and then prepare individual deposit.
Collect end of day reports and deposits from Check-In staff and Audiologist Assistants.
Reconcile deposit for other staff members to confirm deposits balance. Then prepare a group balance and takes the nightly deposit to the bank once balanced. Following protocols established by practice.

Batch credit card machine at the end of every day.
Orders the diagnostic testing, obtains benefits and authorizations, and schedules the test.
Schedules CT Sinus testing in-house when available, obtain benefits and authorizations, document and inform patients of their financial responsibility.
Schedule Vestibular testing in-house, obtain benefits and authorizations, document and inform patients of their financial responsibility.
Obtain referrals for outstanding services that were not able to be obtained prior to visit due to insurance requirements.
Obtain signed surgery consent forms for fractional surgery center ownership. Scan in chart the same day.
Fax dictations to all referring and primary care doctors for all new patients and established patients that have been ccd to a specific doctor.
Export clinical summaries per the Meaningful Use guidelines established by the practice protocols.
Notify and promote the patient portal with the patients.
Count petty cash to ensure accuracy and document on log daily.
Open and distribute courier box.
Process mail.
Follow the release of information protocol established by ENTA that follows the HIPAA guidelines to release medical records.
Process subpoenas per Release of Information policy guidelines.
Process release of information to Bactes. Following Bactes protocol.
File patients chart.
Scan documents.
Import faxes.
Complete all task within the timelines established by the practice.
Document no shows in EMR or paper chart and route task or chart to the provider to sign.
Maintain accuracy of patient demographic and insurance information by verifying this information at each patient encounter.
Keep Check-Out Desk clean and neat.
Send invoices to the Director of Operations, Compliance and Procurement.
Distribute delivery boxes to appropriate staff. Unpack Front Office boxes and distribute.
Report broken equipment or unsafe building areas to the Director of Operations, Compliance and Procurement.
Lock front door and turn off television at the end of clinic.
Answers the telephone in a warm, friendly manner. Answers the back line within a few rings.
Directs urgent calls to the triage assistant and ensures that action is taken.
Obtains accurate and complete information for hospital consults and forwards to the appropriate Medical Assistant/Physician according to practice protocols.
Addresses patient portal tasks according to practice protocols.
Maintains patient confidentiality.
Perform other duties as assigned or requested.

Working Environment:
Physical demands:
Average percent of time during regular shift devote to:

Walking, Squatting, Sitting, Bending, Reaching: 25%
Standing: 75%

o Average lifting requirements:

Lifting Requirements: 20-40 lbs.
Frequency of Lifting: 0-25% of the time

o Additional physical demands:
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Keywords: ENT Associates, St. Petersburg , Medical Receptionist-St. Pete/MLK, Administration, Clerical , Saint Petersburg, Florida