Receptionist - Clinics

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Receptionist - Clinics (Riverbank) - Per Diem

Location: Riverbank, CA

Job Description

Clinic Receptionist is responsible for attending to the telephones, scheduling patients, filing, attending to requests, greeting and pre-admitting, registration of outpatients and admissions of inpatients into the facility. Accountable for maintaining professionalism in all verbal interactions with patients and family members, physician office staff, hospital personnel and related outside agencies.  Performs other clerical duties pertaining to the operation of the Clinic.

  1. Maintains professionalism in all verbal interactions with patients and/or family members.  Demonstrates knowledge of pediatric (1 to 12 years), adolescent (13 to 17 years), adult (18 to70 years), and geriatric (71+ years) age-specific differences when communicating with patients and family, as evidenced by age-appropriate language, inflection, and volume.
  1. Enhances professional growth and development through participation in educational programs, staff meetings, in-services/workshops and successful completion and maintenance of required certifications.
  1. Demonstrates the ability to prioritize and complete assigned duties within a timely manner.  Takes the initiative to perform other tasks when assigned workload has been completed.
  1. Promotes customer service through active communication, understanding their needs and concerns, and providing resolution with tact, diplomacy and sensitivity.
  1. Contributes to team effort by remaining flexible and open minded, maintaining cooperative working relationships, sharing resources and information, and assisting co-workers in time of need.
  1. Actively keeps up-to-date with developments in the industry by reading material provided by payers and/or management, attending seminars and using contacts in the industry.
  1. Understands the operational flow of the patient administrative services team and their role as a member.
  1. Obtains current demographic and financial information.
  1. Copies insurance cards when appropriate.  Initiates contact to health or medical group for authorization for treatment, as required.
  1. Prepares patient labels for use on patient documents.
  1. Adheres to patient identification procedures.
  1. Follows unit specific protocols for registration at the Clinic.
  1. Selects accurate payer codes and financial classes based on information received from the patient and verified via available online eligibility systems.
  1. Follows established procedures for cash collections, and provides financial counseling as needed.
  1. Coordinates immediate referral to Patient Financial Counselor for referral of cash patients with potential linkage to government programs.
  1. Obtains signature on forms appropriate to type of admission.
  1. Insures patient understanding of Patient Rights and Responsibilities and Advanced Directives.
  1. Breaks down completed patient charts to insure all documents are present and forwarded to correct departments per Clinics procedures.
  1. Utilizes downtime procedures.
  1. Demonstrates the ability to make sound, productive, and ethical decisions in the performance of assigned duties.
  1. Other tasks as assigned by the supervisor, such as clerk duties, operator, chart locating, patient follow up, and phone calls.
The following are unit-specific accountabilities
  1. Reception related duties include scheduling and coordinating appointment log for health providers and patients.  Schedules new, return, rescheduled and cancelled appointments.  Completes documentation and “visit type” allocation as appropriate.  Monitors the available appointments for each provider and makes appointment reminder calls.  Utilizes a suspense file as appropriate for return appointment reminders as least once prior to appointment day.
  1. Prints and distributes the expected patient list to each health provider at the start of each day.
  1. Greets all patients on arrival, verifies appointment and directs to appropriate areas.  Notifies appropriate staff of patient’s arrival.
  1. Answers telephone calls promptly and documents per clinic procedure.  Utilizes proper and courteous telephone technique when greeting callers.  Conveys location called, identifies self by first name, courteously transfers or places calls on hold if necessary.   Responds to inquiries and provides information within the limits of knowledge and OVHD policies and HIPAA regulations.
  1. Assures proper registration of patient/insurance information for all patients.  Reviews patient activity report on a daily basis.  Interviews or updates patient/family information to obtain demographic, financial and insurance and accurately enters this information into the computer.  Collects all information related to pre-certification for managed care patients.
  1. Maintains current patient registration records and distributes appropriate information to other departments.
  1. Files/maintains all registration and claim forms are completed accurately in the medical record.
  1. Obtains financial and insurance information and/or collection of cash payment as appropriate.   Determines responsibility for payment.  Accurately classifies patient financial status for reimbursement purpose.  Refers appropriate patients for financial counseling/assistance as necessary.
  1. Works with the Medical Records department to coordinate transfer/copying of medical records between the satellite clinic and main hospital. Coordinates, acquires and returns medical records to and from Medical Records Department on a timely basis.  Assures all charts are available 24 hours prior to patient’s appointment.  Verifies all medical records to roster.  Assures external request for patient’s medical records is coordinated and completed in a timely manner.
  1. Other clerical and operational duties:
  • Accurately prepares necessary forms for lab, x-ray, and other support departments as appropriate.
  • Prepares appropriate encounter forms, medical records, and other forms, and route accordingly.
  • Reconciles daily census to clinic encounter forms. 
  • Prepares census, utilization, and/or other reports related to patient flow and appointment patterns.
  • Maintains accurate system for billing and data processing.  Assists with correction of incorrect billing, accounting, information and overpayment.  Initiates necessary corrections and account adjustments.
  • Maintains clinic security by alerting appropriate personnel to safety, fire and other unsafe conditions.
  • Reports any unusual occurrences to practice site supervisor.
  • Maintains clinic environment to promote efficient processing including files, supplies, etc.



Job Requirements

Minimum Education:
High school graduate or equivalent required.
Minimum Experience/Skills:
Ability to operate office equipment (copy machine, fax, adding machine, and computer).
Experience in an outpatient health facility or physician’s office for a minimum of two (2) years preferred.
Knowledge of medical terminology and common medical office clerical procedures, including computerized billing and accounts payable systems.
Speaks, reads, and writes English fluently.  Is able to record information accurately in English.
Excellent communication and organizational skills
Bilingual (English/Spanish) preferred
Current AHA BLS

Physical Demands:
Adequate vocal pitch and volume
Touch, auditory and visual perception and acuity
Prolonged, extensive or considerable standing/walking
Lifts, positions, pushes up to 50 pounds
Considerable reaching, stooping, bending, kneeling, crouching
Manual dexterity and mobility
Ability to move quickly
Vision Requirements:
Ability to adjust vision sufficiently to perform duties
Working Conditions:
Regularly exposed to the risk of contagious and blood borne diseases
Subject to varying and unpredictable situations
Exposure to unpleasant elements (accidents, injuries, illness)
Emergency and crisis situations
Subject to irregular hours
Increased stress due to multiple calls and inquiries
Occasional exposure to radiation hazards, radioactive substances and biohazard material