Medical Receptionist

Job Code 3320

CASS REGIONAL MEDICAL CENTER

Job Description

Department Name: Practice Management

Title: Medical Receptionist

EEOC Classification: Office/Clerical-Non-Exempt

Date: January 2024

PART ONE: Dimension and Description

Primary Purpose: To provide smooth patient flow, meeting all guidelines of clinic procedures and insurance specifications, striving for the best customer service possible in a timely and accurate manner, in accordance with Cass Regional Medical Center’s mission statement. Highest level of customer service is expected in every aspect of the position by using the principals of AIDET.

Formal Policy-Setting Responsibilities: No formal responsibility. The policies associated with the job’s purpose and essential responsibilities are set by others.

Routine Decision Making: Decides appropriate scheduling verifies complete patient information decides appropriate specialist to use according to insurance plan verifies appropriate coding and correlation of charges.

Formal Supervisory Responsibility: No formal supervisory responsibility.

Required Knowledge: Insurance requirements, basic patient triage and common medical knowledge.

Unusual Working Conditions: None.

Education and Certification/ Registration required for the Position : High school education.

PART TWO: Essential Responsibilities and Tasks

All essential responsibilities and tasks are performed while meeting or exceeding Cass Regional’s Patient Satisfaction goals as measured by Press Ganey.

• Registers and schedules patients. (40% of time)
• Enters complete, accurate patient information data for each encounter.
• For each visit, updates: patient information, address, phone number, email address, advance directives, insurance information and if needed, scans driver’s license and insurance card.
Schedules patients according to clinic protocols and utilizes the patient access theory in triaging/scheduling patients
• -that is see the patient when the patient wants to be seen.
• Verifies insurance eligibility for each patient encounter.
• Collects co-pays and meets 95% collection goal.
• Uses the check in and check out function appropriately for each visit.
• Sends no show letters to each patient who no shows.
• Attempts to collect every patient due balance when the patient/guarantor is in the clinic.
• Print patient summary for each patient visit.
• Handles telephone calls professionally and effectively. (40% of time)
• Answers phone within three rings, in a professional manner, identifying clinic and self.
• Asks to place patient on hold, waits for an answer, and handles call with minimal wait, when needed.
• Sends task with complete message and appropriate information.
• Works tasks professionally and within 4 (four) hours.
• Maintains medical records. (15% of time)
• Obtains and scans appropriate forms for every new patient.
• Scans all patient information, daily. (includes: refills, reports, labs, correspondence, etc.)
• Obtains signed release of records form and logs it, as needed.
• Submits all requests for copies of medical records to Health Information Management (HIM).

• Actively participates in clinic operations. (5% of time)
• Sorts and distributes mail, daily.
• Orders supplies and maintains appropriate inventory levels for the front office.
• Informs supervisor of equipment malfunctioning and needing repair.
• Assists with training of new hires.

ESSENTIAL PHYSICAL REQUIREMENTS-TYPE OF WORK (Check One)

Sedentary Work: Lifting 10# maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Jobs are sedentary if walking and standing are required only occasionally.

Light Work: Lifting 20# maximum with frequent lifting and/or carrying of objects weighing up to 10#. Even though the weight lifted may be only a negligible amount, a job is in this category when it requires walking or standing to a significant degree or pushing and pulling of arm and/or leg controls.

X Medium Work: Lifting 100# maximum with frequent lifting and/or carrying of objects weighing up to 25#.

Heavy Work: Lifting 100# maximum with frequent lifting and/or carrying of objects weighing up to 50#.

Very Heavy Lifting: Lifting objects in excess of 100# with frequent lifting and/or carrying of objects weighing 50# or more.

PHYSICAL DEMANDS (Check those which apply)

X Lifting: Raising or lowering an object from one level to another (includes upward pulling).

X Carrying: Transporting an object, usually holding it in hands or arms or on the shoulders.

Pushing: Exerting force upon an object so that the object moves away from the force (including slapping, striking, kicking, and treadle actions).

Pulling: Exerting force upon an object so that the object moves toward the force (includes jerking)

Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles, ropes, and the like, using the feet and the legs and/or hands and arms.

X Balancing: Maintaining body equilibrium to prevent falling when walking, standing, crouching, or running on a narrow, slippery, or erratically moving surfaces or maintaining body equilibrium when performing gymnastic feats.

X Hearing: Ability to determine audible communication.

X Stooping: Bending the body downward and forward by bending the spine at the waist.

X Kneeling: Bending the legs at the knees to come to rest on the knee or knees.

X Crouching: Bending the body downward and forward by bending the legs and spine.

Crawling: Moving about on the hands and knees or hands and feet.

X Reaching: Extending the hands and arms in any direction.

X Handling: Seizing, holding, grasping, turning, or otherwise working with the hand or hands (fingering not involved).

X Fingering: Picking, pinching, or otherwise working with the fingers primarily (rather than with the whole hand or arms as in handling).

X Repetitive Motions: Substantial movements (motions) of the wrist, hands, and/or fingers.

Feeling: Perceiving such attributes of objects and materials as size, shape, temperature, or texture by means of receptors in the skin, particularly those of the finger tips.

X Speaking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

X Seeing: Obtaining impressions through the eyes of the shape, size, distance, motion, color or other characteristics of objects.

Including Major Visual Functions

X Acuity, far – clarity of vision at 20 feet or more.

X Acuity, near – clarity of vision at 20 inches or less.

X Depth perception – ability to judge distance and space relationships so as to see objects where and as they actually are.

X Field of vision – area seen up and down or to the right or left while eyes are fixed.

X Accommodations – adjustment of the lens of the eye to bring an object into sharp focus.

X Color vision- the ability to identify and distinguish colors.

WORKING CONDITIONS (Check those which apply)

X Inside: Worker spends approximately 75% or more of time inside.

Outside: Worker spends approximately 75% or more time outside.

In/Outside: Activities occur inside or outside in approximately equal amounts.

Extremes of Cold: Temperature sufficiently low to cause marked bodily discomfort unless worker is provided with exceptional protection.

Extremes of Heat: Temperature sufficiently high to cause marked bodily discomfort unless worker is provided with exceptional protection.

Temperature Changes: Variations in temperature which are sufficiently marked and abrupt to cause noticeable bodily reactions.

Wet: Contact with water or other liquids.

Humid: Atmospheric condition with moisture content sufficiently high to cause marked bodily discomfort.

X Noise and Vibration: Sufficient noise, either constant or intermittent to cause marked distraction or possible injury to the sense of hearing and /or sufficient vibration (production of an oscillating movement or strain on the body or its extremities from repeated motion or shock) to cause bodily harm if endured day after day.

Hazards: Situations in which the individual is exposed to the definite risk of the bodily injury.

Fumes: Smoky or vaporous exhalations, usually odorous, thrown off as the result of combustion or chemical reaction.

Odor: Noxious smells, either toxic dust, fumes, gases, vapors, mists or liquids which cause general or localized disabling conditions as a result of inhalation or action to the skin.

Toxic Conditions: Exposure to toxic dust, fumes, gases, vapors. Mists or liquids which cause general or localized disabling conditions as a result of inhalations or action to the skin.

Infectious Disease: Risk of exposure to biohazardous materials, blood, body fluid contamination.

Dust: Air filled with small particles of any kind, such as textiles dust, flour, wool, leather, feathers, etc., and inorganic dust including silica and asbestos, which make the workplace unpleasant or are the source of occupational disease.

Poor Ventilation: Insufficient movement of air causing a feeling of suffocation or exposure to drafts.

Identify and describe any additional physical demands or unusual working conditions that were not previously c