Job Title: Office/Front Desk Asst. Job Code: FLSA Status: 2704 Non-Exempt Last Modified: 08/09/2017
Position Summary: Performs registration and scheduling of outpatient appointments, medical records functions to include release of medical records information. Answers telephone inquiries. Performs a variety of administrative and clerical duties to proactively identify and respond to the needs of the patients, medical office staff and physicians.
Essential Functions: Registration Performs a complete registration of patients. Tasks: Interviews patients to obtain correct demographic and insurance information. Verifies insurance and obtains authorizations to insure proper billing and collections. Inputs a complete patient registration into a computerized registration system. Reviews completed registration with patient; assists patient with the signing of admission forms and other forms that may be required for department. Notifies provider of patient's arrival. Prepares admission packet of forms and labels for provider.

Schedules Provides scheduling of routine and follow-up appointments for patients.
Tasks:
Schedules Pre-ops and routine follow-up appointments based on the individual needs of the patient and availability of the provider.
Works in partnership with provider in the scheduling of frequent non-compliant patients or patients who may be difficult to engage.
Adjusts or modifies schedules for cancellations, emergencies or leave requested by provider. Checks voice mail frequently and promptly returns calls to providers or patients who want to schedule an appointment.
Collections Collects fees and copays in accordance with cash and collection policies.
Tasks:
Collects copay and fees from patient in accordance with collection policies.
Reconciles cash drawer, prepares deposit for verification and takes to designated drop off point.
Notifies appropriate point person and service provider of patients who are not paying fees, or patients who have changed or cancelled their insurance.
Performs registration and billing as necessary.

Medical Records Pulls and refiles records, files loose reports and other documents in the records, performs file maintenance in the file area. Processes release of medical records information. Answers telephone inquiries.
Tasks:
Prepares and maintains accurate and complete records for outpatients; active, discontinued, and discharged.
Sorts and places progress notes, lab slips in chart and prepares notes to be sent to Health Information Department.
Pulls and re-files charts needed for patient visits or related needs, and may process charts for scanning.
Reviews charts periodically for completeness and accuracy to ensure proper maintenance; assures medical records are maintained in accordance with accreditation standards, obtains MEC signature.
Distributes and processes all information requests received in timely manner; logs records; follows up on records signed out, requesting return when appropriate.
Handles walk-in requests for release of medical records; obtains appropriate authorizations for release.
Under direction, operates in accordance with all clinic standards including adherence to the use of EMR.
Handles walk-in requests for release of medical records; obtains appropriate authorizations for release

Customer Service Ensures that all customers receive exemplary service. Serves as a patient/customer advocate when needed. Exhibits a positive attitude and willingness to provide assistance to all patients, families and coworkers.
Tasks:
Demonstrates empathy and understanding of patient/customer concerns by listening carefully and responding appropriately. Exceed patient/customer needs by anticipating, identifying and responding to such needs in a prompt and courteous manner. Focuses on what can be done to improve situations for the patient, co-worker and other customers.
Keeps patients/customers informed, explain delays, and provide clear and concise information. Maintains patient confidentiality; respects the privacy and needs of all patients; continually demonstrates actions that indicate an understanding of patient rights.
Portrays a positive organizational image through adherance to dress code and maintaining a clean work environment.
Recognizes everyone, including patients, visitors and co-workers as customers and treats them with dignity, courtesy and respect.
Works at maintaining a good rapport and appropriate departmental relationships with all patient care personnel, promotes a spirit of cooperation through frequent communication.
Demonstrates knowledge of and behaviors consistent with standards of conduct and code of excellence.
Acts in a way that shows sensitivity for confidentiality, integrity and respect for diversity.

Administrative Works in conjunction with other staff members to ensure efficient and effective operation of the office.