Clinic Receptionist

DEFINITION OF POSITION: Under the supervision of the Front Office Supervisor operates a Voice over IP (VOIP) digital telephone system by handling and routing multiple calls, gives routine information to the public; greets patients; performs routine clerical work such as typing, file maintenance and retrieval, patient scheduling, and chart maintenance. This is a fast-paced work environment.

IGA is committed to the attainment and maintenance of an ergonomically healthy workplace to protect all employees. Safe working conditions are a top priority. Our goal through the support of physicians, administration, and staff is to create a culture of ergonomic safety. Staff are encouraged to ask for assistance when heavy items to prevent musculoskeletal injuries. All concerns from staff are to be forwarded to the Clinical Director to facilitate correction of any scenario where staff may feel a risk may occur. Adequate lighting should be maintained, and workstations will be equipped for ergonomic safety. Staff are encouraged to wear nonskid footwear, remove, or eliminate all clutter, cabinet doors should remain closed, spills will be wiped up immediately, cables will be kept out of traffic flow areas.

RESPONSIBILITIES:

1. Greet patients in a friendly, professional manner, check in patients for appointments via gGastro
2. Copy patient insurance cards and Driver’s License to ensure the most up-to-date and accurate information in the medical record
3. At the time of patient check-in, make sure ALL patient information is correct and updated on the computer:
   • Demographics
   • Insurance
   • Pharmacy
   • Referring MD
   • Primary MD
   • Advanced Directive
4. Collect patient payments
5. Obtain electronic signatures for HIPAA, Medicare, and Release of Information
6. Manage multiple incoming calls via the phone console and computer software. Utilize phone features that enhance the efficiency of answering, triaging, and routing calls to the appropriate destination
7. Schedule office visits, make and mail patient packets
8. Utilize the Wait List to fill empty office appointments. Notify schedulers of canceled procedures. Document the reason the patient cancels an appointment
9. Collaborate with Provider and Nursing when the patient arrives late
10. Enter notes in gGastro to No Show or Cancelled appointments, send task to appropriate nursing group to send letters
11. Monitor automated appointment confirmations, and confirm/document any appointment changes if needed
12. Print Clinical Summary for each patient on check-out and lab orders if needed
13. There is a designated person in each office who will order supplies. These needs will be communicated to the appropriate person.
14. Demonstrate ability to operate and maintain copy machine, credit card machine, and scanner
15. Maintain computer skills required including proficiency in typing, Microsoft Office, Phreesia, and EPIC
16. Assist in keeping the waiting room neat
17. Assist in keeping the staff lounge neat
18. Maintain HIPAA compliance (patient privacy)
19. Answer questions and give information directly, or on the telephone within the scope of his/her knowledge
20. Demonstrate respect for IGA policies for security, privacy, and confidentiality while using IGA equipment
21. Immediately report any network, hardware, or software malfunction to the IT department or Immediate Supervisor
22. Communicate pertinent information to others
23. Follow personnel policies contained within the IGA personnel manual
24. Can adapt to changes in the work environment; manage competing demands; able to handle frequent changes, delays, or unexpected events
25. Other duties as assigned

QUALIFICATIONS:

• High School graduate preferred
• Able to read, write and communicate and present a neat professional appearance
• Create a good impression as a friendly, empathetic, efficient individual as this position has first contact, phone or face-to-face, with the patient
• Demonstrate reliability, a pleasant attitude, and a willingness to perform the duties as required
• Demonstrate effective communication with physicians and co-workers
• Able to maintain and comply with patient confidentiality and integrity in all matters