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Reception Administration Specialist
2 months ago
Position Title: Front Desk Administration
Location: Assigned Office
Travel Requirement: Occasional - Regional
Employment Type: Full Time
Role Summary: The primary responsibility is to assist patients by welcoming and guiding them, ensuring a smooth and timely transition into the office environment. This role supports the overall administrative operations of the office, aiming to deliver exceptional patient care and high-quality customer service.
Key Responsibilities
Administrative Duties
- Warmly greets all patients in a courteous and professional manner.
- Handles incoming calls promptly, scheduling appointments efficiently.
- Confirms and scans insurance documentation and identification.
- Distributes relevant literature and forms for patient completion, ensuring accuracy.
- Reviews patient insurance benefits and eligibility during check-in and check-out.
- Accurately inputs patient demographic and financial data.
- Conducts insurance eligibility checks to confirm active status and necessary referrals/authorizations.
- Secures required referrals/authorizations from insurance providers before patient appointments.
- Collects payments and outstanding balances from patients.
- Records charges and payments in the billing system.
- Uploads clinical notes and documentation into the system.
- Schedules follow-up appointments as needed.
- Manages no-show, cancellation, and recall reports effectively.
- Maximizes the utilization of providers' schedules.
- Balances daily financial transactions (cash/check/credit) with encounter forms.
- Generates daily reconciliation reports for managerial review.
- Acts as a backup for check-in and check-out processes.
- Maintains a clean and organized waiting area.
Professional Attributes
- Exhibits initiative and accountability.
- Capable of performing repetitive tasks with sustained focus.
- Upholds ethical standards in all interactions.
- Demonstrates effective time management skills.
- Adapts to changes in a dynamic environment.
- Participates in team meetings and mandatory training sessions.
- Possesses basic computer skills and types at least 45 words per minute.
Communication Skills
- Recognizes and respects diverse cultural backgrounds.
- Tailors communication to meet individual understanding levels.
- Utilizes professional and courteous telephone etiquette.
- Employs medical terminology appropriately in communications.
- Treats all patients and colleagues with compassion and respect.
- Projects a professional demeanor and appearance.
- Maintains consistent attendance and punctuality.
Legal Compliance
- Ensures confidentiality and accurate documentation.
- Follows appropriate guidelines for releasing patient information.
- Operates within the scope of education, training, and personal capabilities.
- Adheres to company policies and procedures.
- Stays informed about relevant federal and state healthcare regulations.
Core Competencies
- Efficiency and attention to detail.
- Organizational skills and punctuality.
- Proactive and takes initiative.
- Team-oriented with integrity and flexibility.
- Maintains composure under pressure.
- Demonstrates problem-solving and strategic thinking abilities.
- Exhibits strong analytical and communication skills.
- Quick learner with a positive attitude.
- Open to feedback and constructive criticism.
- Strong work ethic and commitment to responsibilities.
Physical Requirements
- Ability to sit, stand, and walk for extended periods.
- Occasional travel may be required.
- Capable of multitasking effectively.
- Repetitive motion involving head, neck, hands, wrists, and arms.
- Extensive reading, writing, and typing tasks.
- Ability to lift up to 25 pounds.
- Frequent use of office equipment and technology.
Qualifications and Educational Background:
A high school diploma is required. Proficiency in computer applications, EMR systems, and customer service is preferred. Excellent verbal communication skills and familiarity with clinical terminology are advantageous. A minimum of one year of experience in a clinical administrative role or customer service setting is preferred.
