We are currently searching for a Medical Front Office Assistant for our Fernandina Beach, FL location.
POSITION GOAL: Assist in the smooth operation of the office according to clinic policies and procedures, state and federal regulations and other regulatory requirements. Assist with the coordination of systems and procedures in the office so that patients are treated appropriately. Closely monitor billing and compliance to minimize errors in patient documentation.
POSITION RESPONSIBILITIES include the following. Some of these responsibilities may not be your primary duties. They will be assigned as necessary by the Office Manager. However, you should be trained on all the following responsibilities by your first anniversary with the company. Other duties may be assigned as necessary. All tasks and responsibilities assigned are expected to be performed professionally and in accordance with company policy and procedures.
TELEPHONE ETIQUETTEAnswer incoming telephone calls and respond to questions and requests, or direct calls appropriately and professionallyCall patients who have missed appointments to reschedule and record information in the patient’s chart appropriatelyCall new patients to remind them of their initial evaluation the day before their appointmentMake follow up calls from weekly chart reviews or when requested
OFFICE OPERATIONSEnsure all forms are replenished as necessary to ensure smooth and efficient operation of clinic activitiesOpen/close office daily, turning on/off lights and office equipment. Check answering machine and all emailsMaintain proper inventory levels for the office.
TAKING REFERRALSReceive referrals over the phone, fax or over the counter, following company policy and guidelines as defined in the Office Assistant Training ManualRequest and document all information required before the initial evaluation, for the purpose of insurance verification and RMT registrationEnter information into RMT accurately, following guidelines in the Office Assistant Training Manual
SCHEDULING Schedule patients according to clinic policy and therapist preference as defined by the Clinic Director Follow all guidelines for cancellations, no-shows and reschedules as outlined in the Office Assistant Training Manual
PATIENT CHECK IN AND CHECK OUTGreet and direct patients, salespeople, and visitors according to policy and proceduresCheck in all patients in RMT Scheduling in a timely manner, so that the therapist has access to the patient documentation from their work queue.Check in/out patients according to office policy and procedures
INSURANCE VERIFICATION AND MANAGEMENTContact insurance companies to verify the patient’s eligibility and insurance benefits information and record the information in the patient’s chartEnter all insurance information into RMT accurately, following the guidelines in the Office Assistant Training ManualSend all information required or requested to the insurance companies for the purpose of certification or authorizationConduct insurance consultations with new patients or as needed to explain their benefit information obtainedMaintain and track patient visits while gaining authorizations if additional visits are needed in a timely mannerConduct chart reviews to ensure all patient benefits are verified and/or updated as necessaryPerform follow-up actions on insurance issues noted during weekly therapist chart reviewsComply with PFS to send notes as requested for billing/insurance purposes for proper claim submittal in a timely mannerReview patient charts regularly to ensure all visits are authorized and necessary documentation is within the chart
PATIENT PAYMENT CALCULATIONS AND COLLECTIONSCalculate and collect patient payments accurately and professionallyDirect all billing office questions regarding financial matters accurately and professionallyEnsure that all over-the-counter payments are accounted for and handled with accuracy and deposited in a timely mannerCount and balance petty cash and patient payments daily according to clinic policyTrack all credit card transactions, sending the report to accounts payable when requiredProfessionally conduct patient insurance consultationsEnter all payment arrangements into RMT patient comments after all insurance consultations for the purpose of PFS account follow-up.
CHART MANAGEMENTCheck overall orderliness and completeness of charts and forms when checking in patientsLog all applicable patient communication within the patient’s chart in the required spaceTrack patient attendance daily within the patient’s chart and on required reportsCompile patient charts with all patient questionnaires for new patients filed in the required locationsGather information from patients on intake forms provided ensuring completeness of all answersFile all paperwork according to policies and procedures of clinic accurately and in a timely mannerCheck patient charts to ensure scripts/referrals are current and/or 700-701’s are signed and updatedEnsure completeness of all formsChart review discharged charts finding discrepancies and informing the therapist involved to correct the deficiencies foundComplies with PFS to send notes as requested for billing/insurance purposes for proper claim submittal in a timely manner.
Interaction with other associates:
Interact with all clinic and company associates in a professional manner. Interact with clinical, clerical and billing office staff on a daily basis.
High school graduate or GED
Associates in this position are required to act and look professional and possess good communication skills, exceptional phone etiquette, the ability to function calmly under stress, good public relation skills, decision-making skills and be able to multi-task
We are an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by law.