Front Office Specialist

ENT ASSOCIATES•Clearwater, FL

4d•Onsite

About The Position

The Front Office Specialist is responsible for welcoming patients, visitors, representatives and other customers by greeting and directing them in a friendly, prompt and helpful manner. The Front Office Specialist will ensure the completion of paperwork, sign-in and security procedures, and scheduling of patients. During the check-in process the accounts are registered with the patient’s demographics, insurance is verified and copays and deductibles are collected. The Front Office Specialist is responsible for greeting patients as they check-out and offer them friendly and prompt assistance while coordinating the patients care. The Front Office Specialist will review the provider’s orders to determine the necessary treatment plan. At checkout follow up appointments are scheduled with the patient. Either appointments are scheduled or arrangements are made for diagnostic testing. Dictations are sent to the referring and primary care doctors and the clinical summaries are exported at check-out. Outstanding balances are collected for coinsurances. The deposits are collected and balanced as a group and taken to the bank for deposit. While this job description is meant to provide an overview and specific responsibilities of the Front Office Specialist, ENTA Management reserves the right to make changes, adjustments and revisions, as needed, to this document and will coordinate such modifications with ENTA’s Practice Administrator and Physicians. While the normal work week is 40 hours, you may be subject to overtime (not to exceed 50 hours per week). This role also involves answering the telephone in a warm, friendly manner, answering the back line within a few rings, directing urgent calls to MA triage and ensuring that action is taken, documenting no shows in EMR and routing to the provider to sign, maintaining accuracy of patient demographic and insurance information by verifying this information at each patient encounter, addressing patient portal tasks according to practice protocols, maintaining patient confidentiality, accurately posting payments and providing receipts to patients, reconciling daily receipts and money collected with end of day reports to confirm money balances and then preparing individual deposit, importing faxes, processing release of information to Bactes following Bactes protocol, completing all tasks within the timelines established by the practice, following the release of information protocol established by ENTA that follows the HIPAA guidelines to release medical records, keeping workspace and patient waiting areas neat and clean, reporting broken equipment or unsafe building areas to the Director of Operations, Compliance and Procurement, sending invoices to the Director of Operations, Compliance and Procurement, and performing other duties as assigned or requested.

Requirements

High School education or GED equivalent.
Must have own/ or reliable source of transportation due to requirements of potential travel to other offices when/as needed.
Working knowledge of general office duties.
Good verbal and written communication skills.
Good telephone skills.
Demonstrated ability to use a computer with Microsoft Word, Outlook and EMR software.
Excellent customer service skills.
Strong organizational skills with the ability to multi-task.
The ability to attend work on a regular basis.
The ability to adhere to safety rules and other reasonable regulations pertaining to the job.
The ability to refrain from negativity or excessive irritability.
The ability to work in cooperation with other workers.
Ability to maintain confidentiality and thorough knowledge of HIPAA policies and procedures.

Responsibilities

Welcome patients, visitors, representatives and other customers by greeting and directing them in a friendly, prompt and helpful manner.
Ensure the completion of paperwork, sign-in and security procedures, and scheduling of patients.
Register accounts with the patient’s demographics, verify insurance, and collect copays and deductibles during the check-in process.
Greet patients as they check-out and offer them friendly and prompt assistance while coordinating the patients care.
Review the provider’s orders to determine the necessary treatment plan.
Schedule follow up appointments with the patient at checkout.
Schedule appointments or make arrangements for diagnostic testing.
Send dictations to the referring and primary care doctors.
Export clinical summaries at check-out.
Collect outstanding balances for coinsurances.
Collect and balance deposits as a group and take them to the bank for deposit.
Answer the telephone in a warm, friendly manner.
Answer the back line within a few rings.
Direct urgent calls to MA triage and ensure that action is taken.
Document no shows in EMR and route to the provider to sign.
Maintain accuracy of patient demographic and insurance information by verifying this information at each patient encounter.
Address patient portal tasks according to practice protocols.
Maintain patient confidentiality.
Accurately post payments and provide receipts to patients.
Reconcile daily receipts and money collected with end of day reports to confirm money balances and then prepare individual deposit.
Import faxes.
Process release of information to Bactes, following Bactes protocol.
Complete all tasks within the timelines established by the practice.
Follow the release of information protocol established by ENTA that follows the HIPAA guidelines to release medical records.
Keep workspace and patient waiting areas neat and clean.
Report broken equipment or unsafe building areas to the Director of Operations, Compliance and Procurement.
Send invoices to the Director of Operations, Compliance and Procurement.
Perform other duties as assigned or requested.
Check in patients and complete patient registration.
Instruct new patients in completion of medical history and information forms.
Ensure that all forms are completely filled out.
Verify forms are filled out completely on the portal.
If forms are missing, contact the EMR Director to obtain the missing forms or have the patient fill out the missing information.
Update required forms for established patient per practice protocol for Consent, HIPAA, Financial, Demographics, etc.
Maintain accuracy of insurance, patient billing, and contact information, by entering patient demographic and insurance information correctly into computer system.
Scan insurance cards and driver’s license for all new patients.
Scan insurance cards for established patients every year and every time there is an insurance change, following established practice guidelines.
Scan Medication List when there are changes or every 6 months.
Inform patient photo will be taken for EMR chart.
Capture photo and import to chart, ensuring the photo is legible.
Manage patient flow by providing timely check-in procedures upon arrival and notifying medical support staff of patient arrival.
Update patient tracking in EMR.
Accurately prep charts to confirm appropriate test results and operative reports are in the chart.
Obtain necessary information prior to the appointment if not in the chart.
Ensure that referrals are received or waiver is signed prior to patient being seen in absence of required referral to ensure payments are received for services rendered.
Enter referral into account and scan referral document.
Link referral to appointment.
Collect copays, deductibles, coinsurance and past due balances prior to the patient being seen.
Turn individual deposit in to closing Check-Out Receptionist once balanced.
Collect outstanding balances, coinsurances, deductibles, copays and self-pay balances that are owed at the time of checkout.
Check out patients and complete the patient tracking in the EMR.
Batch credit card machine at the end of every day.
Collect end of day reports and deposits from Check-In staff.
Reconcile deposit for other staff members to confirm deposits balance.
Prepare a group balance and take the nightly deposit to the bank once balanced, following protocols established by practice.
Count petty cash to ensure accuracy and document on log daily.
Schedule CT Sinus testing in-house when available.
Schedule Vestibular testing in-house when available.
Obtain signed surgery consent forms for fractional surgery center ownership.
Scan in chart the same day.
Export clinical summaries per the Meaningful Use guidelines established by the practice protocols.
Process subpoenas per Release of Information policy guidelines.