Front Desk Manager

5 days ago

Austin, United States Orthopedic Specialists of Austin Full time
Job DescriptionJob Description
Orthopaedic Specialists of Austin (OSA) is hiring for a full-time Front Desk Manager in Austin, TX.

As the Front Desk Manager with OSA, you will be the friendly and resourceful face of the administration department of the clinic. This position sets the tone for patient visits by implementing professionalism and compassion to everyone that walks through the doors.

You will also manage a team of front desk associates and implement training, new procedures, protocols and actions to help optimize the efficiency of the staff.

Appointments
  • Triage patients’ chief complaints and schedule w/ the appropriate physician
  • Enter all required information (insurance, account notes, etc.)
  • Tell patient about forms on website; mail to them if no online access
  • Tell patients about financial policies (copay req’d; deductible req’d; etc.)
  • Remind them to get referral, if necessary
  • Remind them to bring films, if necessary, and help them get their films if they don’t know how
  • Schedule them for a time that fits into clinic template
  • Avoid sending pt’s to voicemail; if you must, return their msg within 1 hour

Insurance Eligibility Verification
  • Run ZirMed batch eligibility report once daily for the following day’s appointments
  • Review every patient’s report and look for “inactive” status and HMO risk
  • Document all eligibility findings in patient’s charts prior to scheduled appointment, including co-pay amount and deductible. Your notes should clearly indicate any information that check-in needs to know when patient arrives.
  • For all carriers that don’t produce an eligibility response in the ZirMed batch report, run an individual query in ZirMed or call the carrier to verify benefits

Clinic Schedules
At least twice a day, check all physicians’ upcoming clinic schedules for the next 7 days
  • Always know when the soonest new patient available slot is for each doctor
  • Look for deviations from the templates – fix them immediately (delegate as needed)
  • Use MedInformatix tools, such as blocking and color-coding, to keep the clinic schedule on the templates

Administrative Duties
Atmosphere:
  • Ensure that the appropriate notices are posted in the waiting room
  • Ensure that the appropriate forms are being filled out by patients
  • Ensure that the waiting room and front desk areas are always clean and presentable
Office Supplies:
  • Notify staff at least 2 days in advance of making office supply order and collect their requests
  • Get order approved by supervisor until instructed that approval is not necessary; make office supply order monthly.
  • Order enough supplies to last until next order
  • Order only cost-efficient and necessary supplies
  • Track all supply orders to be sure they are the correct supplies, charged correctly, rec’d, etc.
Office Equipment:
  • Notify appropriate contractor re: problems, etc. (Dahill, Protis, DHP, Shred-It)
Money:
  • Ensure that the correct amount of cash is always present and accounted for in each cash box
  • Keep the cash boxes filled w/ small bills on a regular basis, go to the bank to get change if necessary
  • Ensure that all front desk collections are posted correctly in MedInformatix by the end of the same day and/or next morning the money is collected. Prepare deposit.
  • Ensure that the front desk staff is always collecting the correct amount of money from patients (ie, the correct past due balance, correct copay due, deductible deposit only if a deductible applies, etc.)

Staff Management & Training
  • Enforce all policies and procedure in employee handbook
  • Use verbal or written warnings if staff members violate handbook policies or fail to perform job duties
  • Always document in email format if you counsel any staff members
  • Hold weekly front desk meetings to discuss issues
  • Attend billing and clinical meetings, as instructed
  • Make appropriate accommodations if any staff members calls in sick or take vacation time
  • Audit staff members’ job performance and implement training, new procedures, protocols, and actions
  • Use positive reinforcement when staff members perform well
  • Train staff as needed by providing articles, scheduling webinars, etc.
  • Maintain job descriptions for each position at Front Desk and ensure that the respective staff member is performing all job duties accurately and timely
  • Be able to fill in at any station at the front desk when necessary (check in, check out, worker’s comp)
  • Schedule full OSA staff meetings 4x per year at a time when clinic schedule is conducive, as instructed by supervisor
  • Update supervisor on a regular basis of all front desk issues
  • Report to supervisor for approval to implement major changes

Disability/Other Forms/x-ray cds
  • Collect and deposit payment for all forms that patients need filled out
  • Notate the money collected and for which doctor on the next day’s deposit sheet
  • Give forms to appropriate medical assistants

Medicaid Patients
  • Inform all Medicaid patients who wish to be seen that we take Medicaid patients on a case-by-case basis (Amerigroup, Superior, and TMHP only)
  • Facilitate the delivery of the patient’s xray/MRI/CT films to the office
  • Ensure the films are logged and the appropriate form is filled out
  • Follow up on the physician’s decision whether to accept the patient
  • Notify the patient within 1 business day of the physician’s decision

Medical Records
  • Answer all inquiries related to medical records requests
  • Work with Bactes to facilitate release of information
At OSA, we know that our employees are our best assets when it comes to providing exceptional orthopedic care to our patients. It’s the reason we are dedicated to hiring the most qualified staff to uphold our standards of care.

If you are interested in a career as a Front Desk Manager at Orthopaedic Specialist of Austin, apply today

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