Front Desk Receptionist Job at HRC Fertility Management in Pasadena

Job description

FRONT OFFICE RECEPTIONIST JOB DESCRIPTION

Qualifications

Medical front office experience, phone and computer experience.

JOB FUNCTIONS AND RESPONSIBILITIES

Primary Responsibilities

1. General

• Assist with cleaning the waiting room and reception area and keeping it in an organized manner.
• Order supplies.
• Order new patient charts.
• Arrange FedEx or courier services.

2. Greeting Patients

• Greet patients - main priority is to greet patients in a friendly manner.
• Confidentiality is key.
• Address patients by their first names only (HIPAA).
• Make sure new patients register, sign and complete all new patient information.
• Give patients their paperwork.
• Assist with answering all questions/concerns that they may have.
• Greet clinic patients and make sure the chart is pulled.
• Give chart to the appropriate team member.

3. Answering Phones

• Main priority is to get all calls answered in a friendly, efficient manner.
• Greeting: “Good morning or good afternoon Huntington Reproductive Center or HRC. This is ____________________. How may I help you?”
• When putting a patient on hold, indicate that right away in a pleasant professional manner.
• If a patient is calling for a new patient appointment, transfer the call to the new patient scheduler.
• If it is a nursing call, screen the call appropriately. (See P&P)
• Follow the instructions that have been given to you by each nurse/coordinator.
• They will either take the call or you will need to transfer the call to their voicemail.
• If you have a call from a laboratory, transfer the call to the appropriate person.

4. Fax Machine

• Main priority is to make sure that all faxes go through.
• Stamp with date and initials.
• Make sure that faxes are put in correct team member’s box.
• Ensure proper documents are faxed to appropriate individuals.

5. Medical Records

• Check voicemail periodically for patient or copy service (subpoena/insurance authorization) who are requesting medical records. Patients need to fill out and sign medical records request properly.
• Copy medical records (HRC records only – i.e. physicians, notes, lab results, IVF/IUI reports, medication lists). Have physicians check the records for approval before releasing the records.
• Patient request records for self enclose form (Request for Medical Records) when sending records out. Inform patient of fees for copying records.
• Count number of pages and ask billers to print bill.
• Physician to physician requests mail or fax records. Mail records if it contains HIV/infectious disease screenings.
• Have records in an envelope for confidentiality. Inform front desk if patient is to pick up.
• Log in your medical record book – patient name, requestor and date records were approved.

6. Mail/Pulling Charts for the Next Day

• Sort all mail daily and distribute accordingly, including checks.
• Sort all received checks.
• Copy checks and give to accounting.
• Give original checks to front desk.
• After lunch print out daily schedule and pull charts for the next day (back-up).

Team Player

• Adhere to HRC Policies and Procedures
• Provide excellent customer service
• Maintain HRC customer service image
• Maintain a positive attitude
• Accept responsibility and accountability for actions
• Assist and cooperate with administration and supervisors
• Be proactive to eliminate crisis management
• Maintain confidentiality in all aspects of daily work, recognizing that many confidential documents and conversations will need to be relayed
• Demonstrate regard for the dignity and respect of all HRC team members and visitors
• Be flexible and open to change
• Champion effective and consistent communication, both orally and in writing
• Coordinate efforts to work effectively with others in a manner that is productive, recognizing that this creates continued development of the “team” concept
• Interact with other HRC team members in a way that promotes a harmonious and cooperative working environment
• Participate in performance improvement activities
• Attend all meetings as required
• Maintain cleanliness throughout facility
• Keep work area and surrounding areas in a clean and organized manner
• Maintain proper attendance and punctuality to ensure that the practice operates in an efficient and cost-effective manner

Job Type

Full-time

Pay

$20.00 - $25.00 per hour

Education

• High school or equivalent (Preferred)

Experience

• Customer service: 1 year (Required)
• healthcare: 1 year (Required)
• OBGYN/Fertility: 1 year (Required)
• front desk: 1 year (Required)

Work Location

In person