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Front Desk Receptionist

2 months ago

Portage, Michigan, United States CPP Full time
Job Summary

Cosmetic Physician Partners (CPP) is seeking a highly organized and detail-oriented Front Desk Receptionist to support our partner, West Michigan Plastic Surgery, in their mission to provide exceptional patient care. As a key member of our team, you will be responsible for providing administrative support, managing referrals, and ensuring a seamless patient experience.

Key Responsibilities
  1. Welcomes patients and visitors, determines the purpose of visit, and directs them to the appropriate person or department.
  2. Promptly and professionally answers telephone calls, routes calls appropriately, and offers voice mail, paging, or redirection of calls as needed.
  3. Notifies employees to meet visitors and directs visitors to the appropriate waiting areas.
  4. Functions as a referral specialist, managing all referrals that come into the office by phone or fax, and ensures the collection of appropriate medical records with the referring office.
  5. Verifies with the physician that referrals are approved and schedules appointments.
  6. Answers incoming online and/or phone inquiries from potential patients regarding injections, MedSpa services, cosmetic procedures, specials, and events.
  7. Daily checks the info email account and distributes emails to the appropriate staff.
  8. Daily checks for incoming leads in the CRM system and responds same day to all leads per protocol.
  9. Responds to answering service messages immediately in the morning and after lunch.
  10. Acquires Auto and Workers Comp information for new patients.
  11. Prints and distributes the daily patient schedule to providers and Hand Therapy.
  12. Daily scans documents into the EMR system per patient and under the correct tab.
  13. Enters patient demographics into the Practice Management system daily.
  14. Reviews charts for the day and 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 the office and over the phone for patient balances.
  20. Records cash payments in the receipt book.
  21. Takes weekly inventory counts for product per protocol.
  22. Explains financial requirements to 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 backup and coverage for the Front Desk-Check Out position during clinic and PTO.
  26. Performs other duties as assigned by the physician and/or Practice Manager.
Requirements

Education: High school diploma or equivalent.

Experience: One year of experience in reception in a medical office setting.

Education/Certification/Licensing Requirements: Prefer completion of a course in Medical Terminology.

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

Compensation: $17-$19/hour + 10% commission on all product sales.

Schedule: 32 hours/week.

Performance Requirements: Knowledge of medical terminology and organization services. Knowledge of staff responsibilities to accurately direct callers. Knowledge of administrative processes, procedures, claims processing, and preparing patient charts. Knowledge of basic math and modern office procedures. EMR and Practice Management systems.

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

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

Equipment Operated: Standard office equipment, including computers, fax machines, copiers, printers, telephones, etc.

Work Environment: Well-lighted medical office or reception area. Exposure to communicable diseases and other conditions related to the clinic setting. Work may be stressful due to a busy office.

Mental/Physical Requirements: Must possess the physical and mental abilities to perform the tasks normally associated with a Receptionist involving sitting approximately 90% of the day with occasional standing, walking, reaching, and lifting. Periodic stress occurs from handling many calls and dealing with patient requests.