West Virginia University Physicians of
Charleston – (WVUPC)
Department: Beh. Med; Medicine;
Peds; Ob; Surgery
Area: Clinical
FLSA
Status: Non-exempt
Date: 8/2013
(revised)
Summary:
Greets patients upon arrival at the clinic in a
friendly, courteous and respectful attitude.
Sets the tone and first impression of the clinic and WVUPC to the
patient. Schedules patient appointments,
collects patient financial and demographic information so patients can be
registered at the clinic. Obtains
patient consent to treat and patient financial obligation electronically.
Essential Responsibilities and Duties:
1. Prepares clinic.
·
Preps report of scheduled
appointments for the day’s clinic; prepares reports for providers, nurses and
front desk area, including appointments that were added.
·
May obtains or assists in
obtaining authorizations for referrals on appointments added to the schedule
for the day.
·
Review patient account ahead of
time to determine if a balance exists and note in EPIC. Seek payment on account at visit.
2. Obtains and verifies all patient information
during patient registration process.
·
Registers patient into the clinic
while maintaining patient confidentiality.
·
Collects and updates patient
financial and demographic information and adds/confirms pharmacy of record for
patient.
·
May verify necessary testing
prior to visit.
·
Ensures primary care and
referring provider data is correct.
·
Gathers insurance information and
updates in scheduling system. Verifies
insurance at each visit.
·
Obtains signature for release of
information, consent to treat, and billing purposes at each visit and update
annually.
·
Collects any co-pay or
co-insurance from patient and payments from private-pay patients. Address self-pay balances with patients at
check-in.
·
Obtain authorizations for patient
visits and seeks authorizations for referrals.
·
Communicates to clinical staff of
late arrivals and “walk-in” appointments and add-ons.
·
Handles emergent cases, as
necessary, based on medical guidelines and in consultation with nursing and
clinical staff.
3. Processes patient check out after appointment
·
Collects any payment for
outpatient visits/procedures for non-covered services or from private-pay
patients.
·
Schedules any follow-up
appointments and verifies with provider.
·
May schedule follow up tests and
obtain necessary authorizations from insurance companies.
·
Provide work/school physician
visit verification.
·
Provide visit information to
patients seeking reimbursement.
·
Answers and responds to phone
calls.
4. Schedules, cancels, reschedules and confirms
patient appointments.
·
Makes contact with patient about
appointment change and to confirm future visit.
·
Verifies insurance and explains
co-payments and co-insurance payments.
Discusses with patient and collects on self-pay balances.
·
Reviews wait list to move
patients to open appointment on schedule.
Notifies scheduling staff of potential cancellations and new openings.
5. Maintains cash drawer and prepares daily
deposit.
6. Orders and maintains inventory of office
supplies.
7. Prepares medical education information packets
for patients.
8. Maintain clinic data related to daily census of
arrivals, added patients, cancellations and no-shows.
9. Performs
other duties as assigned or directed.
Qualifications:
Education and Experience:
·
High school diploma or equivalent
required.
·
One year of experience in a
customer service role or working with the public required.
·
Work experience in a medical
office preferred.
Required Knowledge, Skills and Characteristics:
·
Strong communication skills
necessary when interacting with patients and family members, physicians and
other support staff.
·
Maintains composure with patients
who seem impatient or have received difficult medical information.
·
Must handle stressful situations
while demonstrating a friendly, courteous and respectful attitude.
·
Manage multiple tasks at one time
while maintaining an attention to detail.
·
Professional appearance and
demeanor at all times.
·
Ability to physically move from
one area of the clinic to the other throughout the day.
·
Must be able to bend, stoop,
stretch and reach above the head to retrieve office materials.
·
May be required to push or pull
carts weighing up to 50 pounds.
The
above essential responsibilities and duties describe the level and nature of
work performed by the employees assigned to this job. The description should not be construed as an
exhaustive listing of all job duties and responsibilities performed by this
job.