Front Desk Receptionist – Check In & Referral Coordinator - Cosmetic Physician Partners

1. Welcomes patients/clients/visitors, determines the purpose of visit and directs them to appropriate person or department(s).
2. Promptly and professionally answers telephone calls. Routes calls appropriately, offering voice mail, paging, or redirection of calls as needed.
3. Notifies employees to meet visitors and directs visitors to appropriate waiting areas.
4. Functions as referral specialist by managing all referrals that come into the office by phone or fax and ensures the collection of appropriate medical records with referring office. 
5. Verifies with Physician that he approves referrals & then schedules appointments.
6. Answers incoming on-line and/or phone inquiries from potential patients regrading injections, MedSpa services, cosmetic procedures, specials & events, etc.
7. Daily  - checks the info e-mail account and distributes emails to the appropriate staff
8. Daily – ongoing checks for incoming Leads in CRM system and responds same day to all leads per protocol.
9. Responds to answering service messages immediately in the morning & after lunch.
10. Acquires Auto & Workers Comp information for new patients
11. Prints & distributes daily patient schedule to providers and Hand Therapy
12. Daily scans documents into EMR system per patient and under correct tab
13. Enters patient demographics into Practice Management system daily
14. Reviews charts for the day & prepares any missing Superbills
15. Facilitates patient flow and communicates delays with patients and clinical staff.
16. Follows all Clinic policies on safety and security; maintains restricted areas safe by safeguarding keyless entry codes and computer system passwords in strict confidentiality.
17. Appropriately and courteously screens solicitors for relevance to organization needs.
18. Verifies lab pick up
19. Accepts payments in office and over the phone for patient balances
20. Records cash payments in receipt book
21. Takes weekly inventory counts for product per protocol
22. Explains financial requirements to the patients or responsible parties and collects copays as required.
23. Responsible for keeping the reception and patient waiting areas, and office files clean and organized.
24. Monitors medical office supplies and inventory needs, places office supply orders and oversees office equipment.
25. Provides back up & coverage for Front Desk-Check Out position during clinic and PTO
26. Performs other duties as assigned by physician and/or Practice Manager

• Prefer completion of a course in Medical Terminology.

• Willingness to work evenings and/or weekends as needed.
• Wiliness to attend continuing education courses at the request of the employer.

1. Knowledge of medical terminology and organization services.
2. Knowledge of staff responsibilities to accurately direct callers.
3. Knowledge of administrative processes, procedures, claims processing, and preparing patient charts.
4. Knowledge of basic math and modern office procedures.
5. EMR & Practice Management systems

1. Ability to use multi-line phone system, including transferring calls and paging.
2. Ability to exercise a high degree of diplomacy and tact while multi-tasking, organizing and scheduling patients. 
3. Ability to use word processing software. 
4. Ability to type a minimum of 45 WPM and operate a 10 key calculator
5. Adequate hearing to answer phone and speak with patients.
6. Ability to speak clearly and loudly enough to be heard by callers and patients.

1. Ability to works well under pressure with minimal supervision.
2. Ability to elicit appropriate information to route calls to the appropriate person.
3. Ability to prevent, calm, and/or defuse irate callers and patients working with them to identify concerns and properly directs calls.
4. Ability to competently use Microsoft Office, and appropriate practice management software.

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