The Check In Receptionist (CIR) plays an extremely important role in our practice. The Check In Receptionist is responsible for welcoming patients, visitors, representatives and other customers by greeting and directing them in a friendly, prompt and helpful manner. The Check-In Receptionist will ensure the completion of paperwork, sign-in and security procedures, and scheduling of patients. During the check-in process the patients demographics are entered/updated and insurance is verified. In addition, he/she is responsible for ensuring that our office is ready for business each day as well as properly shut down and secured each evening. It is imperative that the receptionist always reflects a positive and courteous attitude toward our patients as he/she is a critical component of the high level of customer satisfaction that we strive to achieve. The receptionist must be well organized, efficient, and prompt. Strong communication skills are also imperative to the success of this position.
The Check-Out Receptionist (COR) is responsible for greeting patients as they check-out and offer them friendly and prompt assistance while coordinating the patient care. The COR reviews the provider’s orders to determine necessary treatment plan and schedule future appointment/s accordingly. If patient does not schedule the suggested appointment, the patient is entered into the recall system for their 1 year annual check. Products are sold and dispensed at checkout. Prescription log is kept up to date daily. Recall is created for 3 week with aesthetician for every patient that purchase products. Outstanding balances are collected as well as deductible, coinsurances and any other payment due. Credits are used or refunded at time of checkout (send task to billing manager). Monetary collections are balanced daily, entered into the DNR for reconciliation, and deposited daily. The COR reviews and posts charges daily once notes are signed off by provider.
Flexibility: While this job description is meant to provide an overview and specific responsibilities of the Check-Out Receptionist, the Practice reserves the right to make changes, adjustments, and revisions, as need, to this document and will coordinate such modifications with Practice Administrator and Physicians.
COMMON GENERAL DUTIES
- Maintain patient confidentiality.
- Report broken equipment or unsafe building areas to the Administrator
- Must be able to follow company policies and procedures.
- Outstanding communication skills, positive and upbeat attitude at all times when greeting, checking in/out, and serving patients in general.
- Must be able to interact in a positive and constructive manner with others and be able to take direction from the Practice Administrator and Physician owner.
- Professional appearance (shower, no perfume, apply make-up and present with clean and brushed, dry hair), honesty, ethics, and excellent work ethic – willingness to work in a “sleeves-rolled” hands-on fashion to do whatever it takes to help the team succeed.
- Utilize telephone courtesies on all telephone interactions, including placing callers on hold or directing them to voicemail.
- Adhere to HIPAA, OSHA and any other compliance regulations.
- Complete all task within the timelines established by the practice.
- Perform other duties as assigned or requested.
- Regular attendance and punctuality are required. (Must arrive to practice 15 minutes before the practice schedule starts).
Working Environment
- Physical demands:
- Average percent of time during regular shift devote to:
- Walking, Squatting, Sitting, Bending, Reaching: 75%
- Standing: 25%
- Average lifting requirements:
- Lifting Requirements: 20-40 lbs.
- Frequency of Lifting: 0-25% of the time
- Additional physical demands:
- Ability to grasp with both hands; pinch with thumb or forefinger; turn with hand/arm; reach for (above shoulder height).
- Ability to type 60 wpm.
- Ability to operate multi-line telephone system, computer keyboard and adding machine.
Visual, Hearing, and Mental demands: Vision adequate to perform essential functions such as read telephone displays/computer terminals for long periods of time, correctable to 20/20. Hearing adequate to perform essential functions such as answering the telephone. Mental capacity adequate to perform essential functions such as quickly and accurately entering patient demographics and scanning documents while checking in multiple patients. Tact to deal with unfriendly individuals regarding various situations, and adequately handle stress.
Working Conditions: Normal business office environment. Requires individual to be in uniform daily. Required to exhibit a positive attitude and a professional appearance and show great detail and accuracy. Required to exhibit quality performance of the essential job functions to help the office run effectively and efficiently.
Position Requirements
- High School education or GED equivalent.
- Minimum two years of medical office experience.
- Working knowledge of general office duties.
- Working knowledge of contracted insurance plans.
- Accurate data entry.
- Good verbal and written communication skills.
- Great telephone skills.
- Demonstrated ability to use a computer with Microsoft Word, Outlook and EMR software.
- Excellent customer service skills.
- Strong organizational skills with the ability to multi-task.
- Ability to maintain confidentiality and thorough knowledge of HIPAA policies and procedures.