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Front Desk Coordinator

4 months ago

Encino, United States HRC Fertility Management Full time

Job description

FRONT OFFICE COORDINATOR

**Qualifications**: Medical front office experience, phone and computer experience.

**Work**Expectations**:Excellentcommunication and organizational skills; ability to interface with HRC team, Physicians, and Supervisor

**Reports**to**: Regional Manager

**Work**Schedule**: Full Time - Monday through Friday

**_Note:_**
- This document is intended to describe the general nature and level of work performed._
- It is not intended to serve as an exhaustive list of all duties, skills, and responsibilities_
- required of personnel so classified._
- JOB FUNCTIONS AND RESPONSIBILITIES_
**_Primary Responsibilities_**

**_1. _**_General_**
- Clean waiting room and reception area and keep in an organized manner.

**_2. _**_Greeting Patients_**
- Greet patients - main priority is to greet patients in a friendly manner.
- Confidentiality is key.
- Address patients by their first names only (HIPAA).
- Make sure new patients register, sign and complete all new patient information.
- Give patients their paperwork.
- Check insurance benefits in the ledger and collect for the service.
- Assist with answering all questions/concerns that they may have.
- Greet clinic patients and make sure the chart is pulled.
- Give chart to the appropriate staff member.
- Collect payment or co-pays from “cash patients” after seeing the physician.
- Schedule next appointment on instructions from nurse or physician.

**3. **Answering Phones**
- Main priority is to get all calls answered in a friendly, efficient manner.
- Greeting: “Good morning or good afternoon Huntington Reproductive Center or HRC. This is __________. How may I help you?”
- When putting a patient on hold, indicate that right away in a pleasant professional manner.
- Take all appropriate information for new patient appointments.
- Schedule appointment under correct physician/location when patient calls without being sent by a referring physician.
- Follow HRC guidelines and assign correct physician.
- Put information in the computer system.
- Schedule follow-up appointments.
- If it is a nursing call, screen the call appropriately. (See P&P)
- Follow the instructions that have been given to you by each nurse/coordinator.
- If you have a call from a laboratory, transfer the call to the Back Office Medical Assistant.

**_3. _**_3rd Party_**
- Inform nurse when egg donor, surrogate matching letter is received from the agency.
- Set up account in the computer system for Egg Donor / Gestational Carrier and their partner, if they are new to HRC.
- Contact recipients and collect payment for Egg Donor / Gestational Carrier screening.
- Make sure they are linked in the computer system.
- Call Egg Donor / Gestational Carrier and set up initial consult with physicians.

**_4. _**_Fax Machine_**
- Main priority is to make sure that all faxes go through.
- Stamp with date and initials.
- Make sure that faxes are put in correct team member’s box.

**_5. _**_Mail/Pulling Charts for the Next Day_**
- Sort all mail daily.
- Make sure physician signs and reviews all correspondence that requires a signature.
- Make sure all signed correspondence is copied and mailed back to the appropriate place.
- After lunch print out daily schedule and pull charts for the next day.

**_6. _**_Marketing New Patient Packets & Lunch & Learns_**
- Print Welcome Letter and mail to patient with the new patient packet.
- Assist with preparation of new patient packets and marketing packets.
- Coordinate Lunch & Learns for the physicians with the Marketing Assistant in Pasadena and schedule appropriately.
- Fax daily schedule to physician.

**_7. _**_Collecting Payment and Making Deposits_**
- Collect payment for service or co-pay.
- Collect Egg Donor / Gestational Carrier screening payment.
- Obtain credit card number and collect for telephone consults.
- Make copies of check/cash with superbill.
- Batch all the credit cards and match total at the end of the day.
- Forward the batched copies of credit cards to Pasadena.
- Enter all payments in the account log book.
- Total the cash and checks at the end of the week
- Make deposits.

Pay: $20.00 - $21.00 per hour

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

**Education**:

- High school or equivalent (preferred)

**Experience**:

- Customer service: 1 year (required)
- healthcare: 1 year (required)
- OBGYN/Fertility: 1 year (required)

Ability to Relocate:

- Encino, CA: Relocate before starting work (required)

Work Location: Multiple locations