Dermatology Front Desk Coordinator

2 months ago

Lake Oswego, Oregon, United States CLEAR CHOICE DERMATOLOGY LLC Full time
Job Summary:

The Front Desk Receptionist is a key member of our practice, responsible for ensuring a seamless and efficient patient experience from arrival to departure. This role is divided into Check-In and Check-Out duties, each critical to the smooth operation of our office. The ideal candidate will bring a positive attitude, strong organizational skills, and a commitment to delivering exceptional customer service.

Key Responsibilities:
  • Check-In (CIR):
    • Welcome patients, visitors, and representatives with a friendly, prompt, and helpful demeanor.
    • Direct patients and visitors to appropriate areas, ensuring a smooth check-in process.
  • Administrative Tasks:
    • Complete and verify patient paperwork, including sign-in and security procedures.
    • Enter and update patient demographics into the system.
    • Verify insurance information and ensure all necessary documentation is complete.
  • Office Readiness:
    • Ensure the office is prepared for business each day and properly shut down and secured each evening.
  • Customer Service:
    • Reflect a positive and courteous attitude to enhance patient satisfaction.
    • Address patient concerns or questions in a professional manner.
  • Check-Out:
    • Greet patients at checkout with friendly and efficient assistance.
    • Review provider orders and coordinate necessary treatment plans and future appointments.
    • Enter patients into the recall system if they do not schedule their annual check-up.
  • Financial Transactions:
    • Collect outstanding balances, deductibles, coinsurance, and other payments.
    • Process and record credit and refund transactions as necessary.
    • Maintain an accurate prescription log and balance monetary collections daily.
  • Product Management:
    • Sell and dispense products at checkout and create recalls for aesthetician follow-ups as needed.
  • Charge Posting:
    • Review and post charges daily, ensuring accuracy once provider notes are signed off.
Common Duties:
  • Confidentiality and Compliance:
    • Maintain patient confidentiality and adhere to HIPAA, OSHA, and other compliance regulations.
  • Communication and Teamwork:
    • Always exhibit outstanding communication skills and a positive attitude.
    • Interact constructively with patients, staff, and management.
  • Professionalism:
    • Maintain a professional appearance and work ethic, including a neat and clean presentation.
    • Follow company policies and procedures and engage in a hands-on, team-oriented approach.
  • Telephone and Administrative Duties:
    • Utilize proper telephone etiquette and handle all calls with courtesy.
    • Report broken equipment or unsafe conditions to the Administrator.
    • Complete tasks within established timelines and perform other duties as assigned.
Requirements:
  • Qualifications:
    • Skills:
      • Strong organizational and multitasking abilities.
      • Excellent communication and interpersonal skills.
      • Ability to handle financial transactions and manage patient information accurately.
    • Experience:
      • Previous experience in a front desk or customer service role preferred.
      • Familiarity with medical office procedures and electronic health records is a plus.
    • Appearance:
      • Maintain a professional appearance, including personal hygiene and grooming.
    • Work Schedule:
      • Regular attendance and punctuality are required; must arrive 15 minutes before the practice schedule starts.
Working Environment:
  • Physical Demands:
    • Average percent of time during a regular shift devoted to:
      • Walking, Squatting, Sitting, Bending, Reaching: 75%
      • Standing: 25%
    • Average lifting requirements:
      • Lifting Requirements: 20-40 lbs.
      • Frequency of Lifting: 0-25% of the time
    • Additional physical demands:
      • Ability to grasp with both hands; pinch with thumb or forefinger; turn with hand/arm; reach for (above shoulder height).
      • Ability to type 60 wpm.
      • Ability to operate a multi-line telephone system, computer keyboard, and adding machine.
  • Visual, Hearing, and Mental Demands:
    • Vision adequate to perform essential functions such as reading telephone displays/computer terminals for long periods, correctable to 20/20.
    • Hearing adequate to perform essential functions such as answering the telephone.
    • Mental capacity adequate to perform essential functions such as quickly and accurately entering patient demographics and scanning documents while checking in multiple patients.
    • Tact to deal with unfriendly individuals and handle stress effectively.
Working Conditions:
  • Normal business office environment. Uniform required daily.
  • Required to exhibit a positive attitude, a professional appearance, and attention to detail to ensure effective and efficient office operations.
Position Requirements:
  • High School education or GED equivalent.
  • Minimum of two years of medical office experience.
  • Working knowledge of general office duties and contracted insurance plans.
  • Accurate data entry skills and good verbal and written communication skills.
  • Demonstrated ability to use a computer with Microsoft Word, Outlook, and EMR software.
  • Excellent customer service skills and strong organizational abilities.
  • Ability to maintain confidentiality and thorough knowledge of HIPAA policies and procedures.

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