Medical Receptionist

ARTHRITIS & RHEUMATISM ASSOCIATES P•Merrifield, VA

28d•Onsite

About The Position

This Medical Receptionist position involves registering patients upon arrival, collecting payments, scheduling return appointments, and managing calls transferred from the Call Center. The role also includes assisting with scanning and filing medical documents in the electronic medical record. Key responsibilities encompass answering and directing incoming calls, scheduling various patient appointments (OAC, ARA, EMG, Ultrasound, Covid vaccines, Evusheld, and laboratory), and taking and tasking messages for physicians and staff while ensuring accurate electronic record information. The receptionist will introduce patients to the patient portal, perform daily confirmation calls, review upcoming schedules for necessary forms and actions, create chart alerts, and identify and correct scheduling errors. Additional duties include assisting with medical records, obtaining patient and visitor temperatures, sanitizing the reception area, generating recall letters and patient balance reports, and supporting check-out processes. Specific check-in tasks involve processing patients through Phreesia, confirming insurance eligibility, providing HAQ forms, creating encounters in NextGen, ensuring complete patient demographics, scanning essential documents (insurance card, Rx card, driver's license), obtaining updated patient information, collecting co-pays and balances, addressing patient concerns, printing fee tickets, noting insurance restrictions, and following up on missed appointments. The role also requires entering and requesting referrals and obtaining patient waivers when referrals are unavailable.

Requirements

High School Diploma required
Computer experience required
Skill in greeting patients and answering the telephone in a pleasant and helpful manner
Ability to speak clearly and concisely
Ability to read, understand, communicate, and follow oral and written instructions
Ability to sort and file materials correctly by alphabetic and numeric system
Knowledge of grammar, spelling, and punctuation
Basic knowledge of health insurance companies
Basic knowledge of HIPAA requirements
Skill in operating a computer, photocopier, fax machine, and postage meter
Excellent interpersonal skills
Ability to establish and maintain effective working relationships with patients, employees, physicians, and the public
Ability to work in a fast-paced, stressful environment
Ability to multitask and be detail oriented

Nice To Haves

College degree preferred or equivalent work experience
One-year medical office experience as a medical receptionist preferred

Responsibilities

Register patients upon arrival
Collect payment from patients
Schedule return appointments
Handle calls transferred from Call Center
Assist with scanning and filing medical documents in the electronic medical record
Answer incoming calls and direct calls effectively
Schedule patient appointments for OAC and ARA including EMG, Ultrasound, Covid vaccines, Evusheld, and laboratory appointments
Take messages for physicians and other staff members as required
Task messages in the electronic medical record when necessary
Check that proper information is in the electronic record before sending tasks or messages
Introduce patients into the patient portal and issue a token so the patient may enroll
Perform confirmation calls ARA, OAC, EMG, lab, and Ultrasound daily
Review schedule for next day, check alerts for forms needed and actions to be completed
Create alerts in chart if needed
Check for multiple same day appointments (e.g., indicate if patient has both an office visit and an Infusion/Dexa/Ultrasound/EMG appointment)
Check for future and/or duplicate appointments
Check for scheduling errors (e.g., is patient scheduled to see the correct doctor, is the patient scheduled for the correct amount of time?)
Check Phreesia for appointment changes, needed referrals, and high deductible
Check Phreesia appointment module for accuracy
Assist with medical records, including filing and posting of scanned medical records in the electronic medical record
Assist with obtaining medical records of new patients one week prior to appointment
Obtain all patient and visitor temperatures
Indicate temperature on the Fee Ticket
Sanitize front office and reception area throughout the day
Generate and mail recall letters to patients weekly
Generate Patient Balance Report for the next day collection activity
Assist with check-out duties as needed
Process Phreesia self-schedule patients
Contact patients and make corrections as needed
Add patients to Luma wait list as needed
Check-in patient through Phreesia upon patient's arrival to office
Push Phreesia interview to patient as needed to complete check-in process
Confirm that insurance is active in Phreesia
Contact the eligibility team for insurance questions if insurance is unclear
Provide patient with HAQ form if needed
Check-in and create encounter in NextGen after Phreesia is complete
Confirm that demographics are complete
Ensure proper insurance is attached to visit, that insurance card, Rx card, and driver's license are scanned into NextGen, and that appropriate paperwork is completed and signed if patient is new to the practice
Obtain and check for completeness of the registration forms from new and existing patients — if paper forms were used
Obtain updates from patients as required (i.e., new insurance information, address changes, signature date)
Collect fees as determined by insurance company (i.e., co-pay and balance) for ARA, OAC, and Infusion
Address any issues or concerns regarding the patient based on requests by business office, physicians, or alerts on patient’s chart
Print fee ticket
Notate any insurance restrictions (e.g., FELRA insurance does not allow labs in office) or high deductible
Call patients who missed their appointment
At the end of the business day update the statuses and detail section of the appointment
Inform the Patient Service Representative to add charge on daily log for the Business Office to bill the patient
Enter referrals into the patient's NextGen chart and give referral to medical records to scan and file in the electronic medical record
Call referring physician's office to request a referral, if patient does not have referral or it is outdated
Have patient sign Waiver if unable to obtain referral
Obtain proper signatures before releasing records
Follow all procedures and maintain high ethical standards
Follow guidelines for maintaining patient confidentiality
Understand and follow HIPAA requirements
Demonstrate a strong commitment to honest and responsible corporate conduct
Identify, report and/or prevent any fraudulent or unethical behavior
Initiate notification to management if inappropriate behavior is observed within the organization

Benefits

Health/Dental/Vision Insurance
FSA
HSA
Life Insurance
401K Contributions
Disability Insurance
Paid Time Off
Every Friday off
Tuition Assistance
Free Parking
Paid Maternity and Paternity Leave
STD/LTD/ADD Insurance (short-term disability, long-term disability and accidental death and dismemberment insurance)