Patient Entry

Description

Position Summary:

Responsible for greeting all patients and visitors to the practice at front desk and/or on the phone. Schedules all patient appointments. Serves as a liaison between the patient and clinical staff. Participates in staff meetings and follows the general policies and rules of conduct as outline in the employee handbook.

Essential Functions:

Patient Entry Desk Check In -

1. Greet and welcome all new patients and visitors to the practice using excellent customer service skills.

2. Present forms to be filled out or consents to be signed on mime tablets, provides any assistance needed by patient.

3. Scans driver’s license/photo identification and both sides of insurance card(s), verify current information on file is accurate and up to date.

4. Verify and update, when necessary, all demographic and insurance information on established patients at each visit.

5. Provides HIPAA Privacy Notice to patients, along with acknowledgement form for patient’s/legal guardian’s signature on tablet.

6. Collects past monies due upon the patient’s arrival for their appointment.

7. Schedule all appointments in a professional, accurate, and courteous manner, following template guidelines.

8. Monitors and modifies providers’ scheduling templates as necessary to maximize efficiency.

9. Responsible for cleanliness of patient reception area.

10.Keeps patients informed of any delays in being taken back by clinic staff.

11.Assists in the training of new Patient Entry staff.

12.Maintains professional image through appropriate attire and grooming.

13.Performs other duties as needed.

Patient Entry Phone Duties

1. Retrieve messages from voicemail upon arrival in the morning, throughout day and end of day. Take patient messages for doctor or clinical personnel, give to appropriate person via Contact Log in NexTech

2. Greet patients with a friendly tone, giving employee names. Smile while speaking on the phone.

3. Schedule and reschedule all appointments in a professional, accurate, and courteous manner, following template guidelines. 

4. Determine at the time of scheduling whether the patient has insurance with which the practice participates. Notify patient insurance verification if performed by Billing Team. 

5. Accurately and efficiently enter all demographic and insurance information into the practice management system.

6. Monitor providers’ schedules as necessary to ensure proper scheduling on template.

7. Work with the provider’s primary MA to ensure the schedule is correctly filled.

8. Utilize waiting list to contact patients in need of appointment.

Check-out/ Chicago Skin Science Store-

1.  Check out patients and provide products for sale or samples for testing, using card on file

2. Check out all patients and collect appropriate monies due (payment for cosmetic procedures, co-pays). Schedule all follow-up appointments.

3. Accurately enter all patient charges into the practice management system.

4. Post any collected monies to appropriate line items.

5. Explain all charges to patients including any fees they will be responsible for (if the patient is responsible for deductible after checking benefits).

6. Completes daily batch reconciliation.

7. Balance all charges and collections showing in computer against encounter forms and all money collected. 

8. Count change drawer assures that all money is accounted for. Notify the Patient Entry Coordinator, Revenue Cycle Coordinator, or Practice Administrator immediately if there is a discrepancy (over or under). 

9. Put finished deposit and balance sheets in cash box.

10.Describe skin care products benefits and uses, along with Store associate, for patient usage.

11.Schedule follow up appointment if not already done in the exam room by MA.

Requirements

Requirements:

1. Treats all patients and other staff members with respect, is polite and professional, and keeps patient information private and secure according to HIPAA guidelines.

2. Ability to effectively triage calls from patients to ensure appropriate scheduling.

3. Excellent customer service, communication skills, and telephone etiquette.

4. Ability to understand patient’s needs and concerns.

5. Ability to work as a team member.

6. Ability to manage multiple tasks simultaneously.

7. Organized with attention to detail.

8. Computer proficiency.

9. Knowledge of medical terminology.

10.Knowledge of CPT and ICD-10 coding.

Education:

High school diploma or equivalent. 

Experience:

Two years minimum experience in physician medical practice preferred.