General Statement of Duties
- Functions as a Clinic receptionist responsible for patient process and maintaining patient files
Distinguishing Features of the Position
- Under the direct supervision of the Clinic Business Manager and/or Coordinator of Clinical Services, this individual assists with the day to day operations of the Chiropractic Health Center, coordinates the orderly flow of patients through the clinic facilities, maintains inventory of clinical and administrative supplies and is responsible for facilitating reimbursement for the clinical services rendered.
Examples of Duties (illustrative only)
- Answering and making of phone calls.
- Distributing and collecting appropriate intake forms.
- Making patient appointments.
- Collecting fees.
- Entering charges.
- Working knowledge of the Health Insurance Portability and Accountability Act (HIPAA) (through appropriate training) and be familiar with the clinic policies and procedures regarding HIPAA.
- Working knowledge of relevant Occupational Safety and Health Administration (OSHA) guidelines (through appropriate training) and be familiar with the clinic policies and procedures regarding OSHA.
- Strong administrative, secretarial and organizational skills necessary to facilitate operational integrity of a multi-clinician health care facility.
- Understands the intricacies of payer methodologies for chiropractic services of Medicare, Medicaid, Federal and State Worker?s Compensation, No-Fault, and the multiple Managed Care and Indemnity payers.
- Be responsible for maintaining an inventory of both administrative and clinical supplies.
- Initiating, answering and returning of patient telephone calls.
- Telephonic triage of patients to ensure appropriate scheduling.
- Scheduling of patient appointments via telephone or other electronic means.
- For both clinicians and interns, maintain a patient ?appointment book? via appropriate clinic software.
- Appropriate follow-up for upcoming and missed appointments.
- Coordinating patient schedules of clinical faculty and student interns.
- Have the capability to consult with patients regarding general questions pertaining to chiropractic services, as well as specific questions related to third party payer reimbursement.
Administrative Patient Management
- Maintain the reception area in a neat, clean and professional appearance.
- Take telephone messages for clinical staff, as well as chiropractic interns.
- Distribute, assist in the completion of and collection of appropriate clinical and administrative forms.
- Facilitate obtaining diagnostic and consultative referrals, as per the direction of clinical faculty.
- Input patient data into clinic software.
- Be responsible for filing necessary pre-authorization forms by the required timelines.
- Generate regular reports regarding patient statistics.
- Develop and maintain up-to-date information pertaining to billing procedures for third party payers through review of published (print and electronic) information and/or attendance at appropriate training sessions.
- Secure correct third-party payer information from patient
- Distribute, assist in the completion of correct third party payer forms.
- Complete appropriate pre-authorization process.
- Maintain an administrative log, tracking the reimbursement process for each patient.
- Under regular supervision, collect patient payments and/or co-pays.
- Maintain a record of payments, as well as a financial logging, auditing and reporting system.
- On a regular basis, personally follow-up on outstanding patient and third party payer balances.
- Prepare bank deposits.
- Assist with the administrative preparation of documents for self-study report.
- Assist with arrangements for site-visits.
Assist Clinical Staff:
- Generate letters as requested by clinical staff.
- Take telephone messages.
- Assist with training of interns in regards to various business-related topics relevant to chiropractic practice.