Front Office Receptionist XCEL Physical Therapy & Wellness Center Moorpark, CA Job Details Part-time $19 - $21 an hour 2 hours ago Qualifications Spanish Customer communication Patient scheduling systems HIPAA compliance Electronic health records (EHR) management Interpersonal skills Intake HIPAA Medical scheduling High school diploma or GED Clinical data entry Attention to detail Desktop applications Typing Productivity software Clinical confidentiality policies Faxing Managing patient records Office phone management Quality data entry Time management Customer data entry Full Job Description Job Overview The Front Office Receptionist plays a key role in creating a positive and welcoming experience for our patients from their first point of contact with our clinic. We are looking for someone who is friendly, approachable, respectful, professional and patient-focused. The successful candidate will be detail-oriented, comfortable with technology, able to manage multiple priorities in a fast-paced environment, and willing to take ownership of day-to-day front office responsibilities. We are specifically looking for a dependable self-starter who recognizes what needs to be done, takes the initiative to see tasks through to completion, and consistently follows established clinic policies, procedures and protocols.

Schedule:

Part-time, approximately 20-25 hours per week, Monday through Friday. Scheduled hours will fall within clinic hours of 8:00 a.m.-6:00 p.m. General Responsibilities This position is on the front line with our patients, coordinating patient intake, scheduling and onboarding and serving as a liaison between patients and therapists. The Front Office Coordinator is often the first point of contact for both new and existing patients and, as such, plays an important role in a prospective patient's initial impression of our clinic and an existing patient's overall satisfaction with their therapy experience. Essential Duties Greet, check in and check out patients. Collect deductibles, co-pays, co-insurance and other patient payments and accurately record payments in the EMR. Answer incoming calls and return missed calls. Follow up on voicemails and text messages, determine the appropriate action needed, and take necessary steps to completion. Schedule new and follow-up therapy appointments. Identify paperwork needed for patient appointments and prepare it, as appropriate, in advance of the appointment to facilitate an efficient and timely check-in process and ensure therapists have the information needed for the patient's visit. Facilitate new patient onboarding in advance of the first appointment, including building the patient record; scheduling initial and follow-up appointments in the EMR; obtaining insurance cards, identification, prescriptions/referrals, new patient paperwork and other required documentation; uploading documents into the EMR; and confirming with the patient prior to the first appointment. Explain basic office policies to patients, including payment requirements, cancellation/no-show policies and ABNs. Monitor and review inbound faxes, determine appropriate action needed, and take necessary steps to completion. Scan and upload patient paperwork and other documentation into the appropriate patient EMR record. Score functional outcome measures. Manage scheduling for efficiency, including maintaining the cancellation list to minimize open appointment times. Able to move patients where applicable for clinic productivity. Follow up with patients who have stopped scheduling or have not completed their prescribed plan of care. Communicate with therapists regarding patient arrivals, scheduling changes, documentation needs and other matters affecting clinic flow. Consistently follow established clinic policies, procedures, protocols and workflows in the performance of assigned duties. Perform other front-office and administrative duties as assigned and appropriate to the position. Minimum Qualifications High school diploma and a minimum of one year of experience working in a physical therapy or medical office, including answering phones, scheduling, and working with patient information and documentation, or any equivalent combination of education and experience. Bilingual English/Spanish candidates are strongly preferred. Experience using Microsoft Office applications, email, web-based applications and general office technology, with demonstrated ability to learn and effectively utilize electronic medical record (EMR) systems and other clinic software. Demonstrated accurate keyboarding and data-entry skills, with experience entering patient, scheduling or other detailed information efficiently and accurately. Ability to maintain patient confidentiality and appropriately handle protected health information in accordance with HIPAA and clinic policies. Key Skills and Competencies Regular and reliable attendance, punctuality and dependability are essential requirements of this position. Demonstrated ownership and follow-through, including a proven ability to independently manage assigned responsibilities, keep track of outstanding items and consistently see tasks through to completion without repeated prompting. Demonstrated organizational and time-management skills, including experience prioritizing competing demands, managing interruptions and reliably returning to and completing tasks after interruptions. Demonstrated experience successfully managing multiple tasks and competing priorities in a fast-paced, dynamic work environment, including shifting focus as needs dictate while maintaining accuracy and professionalism. Demonstrated initiative, sound judgment and problem-solving skills, with experience independently resolving routine matters within established policies, procedures and protocols; recognizing when a situation falls outside established procedures or the scope of the position; and appropriately escalating matters when guidance or additional action is needed. Demonstrated ability to consistently follow established policies, procedures, protocols and workflows while working independently and taking appropriate initiative within those guidelines. Demonstrated attention to detail and commitment to both accuracy and efficiency in completing assigned work. Demonstrated excellent customer service and professional telephone, verbal and written communication skills, with a caring, compassionate and patient-focused approach. Demonstrated ability to remain calm, professional and solution-focused when managing interruptions, changing priorities or challenging customer or patient interactions. Demonstrated ability to receive and apply feedback, learn established workflows and consistently incorporate training and direction into day-to-day work.

Pay:

$19.00 - $21.00 per hour Expected hours: 20.0 - 25.0 per week

Education:

High school or equivalent (Preferred)

Experience:

Front Office:

1 year (Preferred)

Language:

Spanish (Preferred)

Work Location:

In person