Job description

Patient Care Coordinator

POSITION DESCRIPTION

OVERVIEW: Greet patients, check in, collect, and enter demographic information and insurance. Check out patients, collect payments and make future appointments. Answer the phones. Obtain insurance referrals and authorization for procedures. Work toward the common goal of providing excellent customer service to patients and visitors to the practice.

SCOPE: The Patient Services Receptionist is a non-exempt position reporting to the Patient Service Representative Supervisor and Office Administrator.

I. ESSENTIAL FUNCTIONS

(In compliance with the American with Disabilities Act, ADA, this description identifies the essential components of the job required to be performed with or without reasonable accommodations. Requests for reasonable accommodations to facilitate the performance of these essential functions will be given careful consideration.)

• Responsible for the daily coverage of reception area including answering incoming calls, making appointments, greeting patients, and ensuring a smooth flow of operation and customer satisfaction.

• Welcomes patients and visitors by greeting patients and visitors in person, on the telephone, or on the portal in a friendly and timely manner.

• Check in patients, review demographic information and corrects if necessary. Take photos of patients. Scans, photo ID & insurance cards. Send portal invites patients to register on our online patient portal system. Ensure fee tickets are printed.

• Reviews New Patient paperwork either in person or online (EMR system) to ensure all documentation has been received and completed correctly and online consent forms have been completed as well as patients registering for online accounts with company system. Follow up with patient as needed. Making sure patient accounts are updated and set up with patient portal.

• Retrieve all new patient requests from e-mail, fax, referrals, messenger sites, and patient portal.

• Schedule new patient appointments as well as other office appointments.

• Obtains copies of insurance cards, verify benefits, and obtain insurance authorizations.

• Retrieve all messages from the office fax, voicemail and your personal voicemail, text app, and portal messages. Notify the appropriate staff.

• Pull and prepare charts one day in advance of the appointment.

• Make sure we have referrals for insurances that need them. Obtain authorization for any visits that require it.

• Call confirms appointments one day in advance and review with patients about completing online accounts and consents plus office protocols.

• Complete all work that is put in the black box (to do box) and emailed/tasks from clinical staff/providers.

• Review daily schedule and prepare for each patient.

• Check out patients, collect payments (co-pay, deductibles, surgery and fertility deposits, previous balance, cycle fees and fees for Anesthesia Services and make follow up appointments as well as make sure patients have done online consents and completed online accounts in patient portal.

• Oversees flow of waiting areas, monitoring patient wait time and communicating delays to patients and staff.

• Maintains a neat and clean waiting area, restrooms, and front office area. Maintain and organize magazines only keeping current month. Keep brochures and business cards stocked.

• Responsible for answering or referring inquiries.

• Acts like a communication center by answering the phones and directing all phone messages to the appropriate individuals as well as portal messages.

• Assists in receiving and signing all deliveries and making sure they go to the appropriate staff.

• Prepare paperwork for patients having anesthesia for surgical procedures, egg retrievals, pesa/tese procedures. Collect payment for Anesthesia Company and submit payment the day of the procedure. Work closing with financial and billing department.

• Responsible for ensuring all new patients medical records have been received, scanned into the EMR patients’ chart and are available for the patient’s appointment.

• Responsible for handling medical record requests in a timely manner.

• Schedule appointments for ultrasounds, bloodwork, financial, clinical, ER’s, ET’s, FET’s and IUI’s.

• Responsible for making new patient appointments and sending portal links to register, making semen specimen bags, helping to upload any documents into nAble system that need to be there for documents or consents.

Retrieve and return charts from offsite storage facility.

• Verify insurance benefits for all patients and prepare reports for patient.

• Scan documents, consents, etc. into EMR system nAble. File documents into paper charts that need to be filed (we now have a paperless EMR system).

• Back up for all positions at the front desk, assist with financial, billing and administration departments.

• Assist billing with daily charge entry when needed.

• Yearly purge of charts.

• Assist with ordering supplies for office.

• Weekend rotation duties (during IVF cycle and when needed).

• Responsible for compiling new patient packets and forms and making sure they are scanned any uploaded correctly into nAble.

• Responsible for daily reminder calls and patient follow-up. Make patient appointments.

• Retrieve and distribute faxes.

• File charts away all day long.

• Answer heavy phone calls and voicemails.

• Assist in training of all employees when needed.

• Assist various departments with special projects as needed.

II. CONFIDENTIAL AND SENSITIVE INFORMATION

• Ensures the confidentiality of all patient records and care per confidentiality policy.

• Speaks in a low tone to patients to ensure privacy.

III. SCOPE OF FINANCIAL INFORMATION

• Obtains insurance information and collects payment from patients.

• Effective use of resources in daily work.

IV. PHYSICAL AND ENVIRONMENTAL DEMANDS

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel for objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop; kneel; crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

• Work Environment: While performing the duties of this job the employee is exposed to weather conditions prevalent at that time. The noise level in the work environment is usually minimal.

V. EDUCATION / EXPERIENCE REQUIREMENTS

• High School Diploma

• Current BLS certificate required. Maintain BLS. Maintain vaccine requirements.

• Minimum 1-year experience working in a medical office setting preferred.

• Ability to access, input, and retrieve information from a computer.

• Knowledge of office procedures and office machines (i.e., computer, fax, copier, etc)

• Knowledge of insurance companies, referrals, and pre-authorizations.

• The ability to multi-task is key.

• Ability to work as part of a multi-disciplinary team.

• Ability to remain calm in stressful situations.

• Ability to communicate accurately and be able to take direction from others.

• Excellent interpersonal, customer service, and telephone skills.

• Excellent Customer Service Skills, Computer Proficiency with MS Office: Excel, Word, Outlook.

• Experience in fertility is a plus.

• Experience in nAble or EMR systems is a plus.

• Strong written and verbal communication skills & a team player is key.

• Willingness to be flexible, dependable, friendly, multi-task and troubleshoot problems.

• Detail oriented with strong organizational skills and phone skills is extremely important.

• Exemplifies amazing customer service skills and professionalism.

This job description is not meant to be an all-inclusive statement of every duty and responsibility required by the job holder. The Nevada Center for Reproductive Medicine hopes each job holder can react to reasonable change productively and handle other tasks assigned.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Free flu shots
• Free parking
• Health insurance
• Life insurance
• On-the-job training
• Paid sick time
• Paid time off
• Tuition reimbursement
• Uniform allowance
• Vision insurance

Healthcare setting:

• Outpatient
• Private practice

Medical specialties:

• Reproductive Endocrinology & Infertility

Schedule:

• Day shift
• Holidays
• Monday to Friday
• On call
• Overtime
• Rotating weekends
• Weekend availability

Ability to commute/relocate:

• Reno, NV 89511: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Required)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Preferred)

License/Certification:

• BLS Certification (Required)

Work Location: In person

johnandkristie.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, johnandkristie.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, johnandkristie.com is the ideal place to find your next job.