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Position Summary: Responsible for greeting patients, answering telephones, providing information, scheduling appointments, and communicating with other departments.
Essential Functions
Greets patients and visitors in a prompt, courteous, and helpful manner.
Telephone:
- Answers telephone within three (3) rings
- Polite and responsive with all callers
- If placing patient on hold, provides frequent updates/status reports
- Transfers incoming calls to staff members
- Asks callers if they prefer to leave a message or access voicemail; takes messages Schedules patient appointments, and follow up visit
- Registers patients using EClinicalWorks (or current system); enters all demographics. Asks patients how they heard about GSD records marketing source information Provides general information about GSD
- Promotes GSD, with particular emphasis on skin care products available at Front Desk
- Checks for patient balance upon arrival. Collects co-pays and/or patient balance. Provides patient receipt for all payments; maintains receipt logbook.
- Sells skin care products, collects payment, enters information into EClinicalWorks (or current system)
- Maintains cash box for all payments, change, etc. Balances cash daily, maintains daily report. Assures that cashbox is locked up whenever away from work station.
- Maintains work area and lobby in neat and orderly manner; attends to lobby throughout day for magazines, trash, chair placement, etc.
- Reviews current day/week schedules for vacancies, contacts patients on waiting lists or with distant-future appointments and offers earlier appointments. Demonstrates efforts to fill unscheduled provider appointment-slots.
- Receives and signs for shipments/packages. Notifies appropriate staff member of package arrival.
- Files correspondence and report in medical records. Retrieves and/or returns medical records to files.
- Screens and signs in sales representatives
- Various clerical duties including but not limited to: photocopying, faxing, filing, typing letters, envelopes and forms, and maintaining office equipment in order to perform duties.
- Completes forms to facilitate referrals, laboratory orders, registration, insurance payment and others.
- Other duties as assigned by supervisor
Organizational Standards
- Demonstrates Knowledge of Job Duties
- Knowledgeable in the diagnosis and treatment of benign, pre-cancerous lesions, and skin cancers.
- Knowledgeable in insurance carriers (i.e. Medicare, commercial, HMO)
- Judgment: demonstrates sound forethought and logic in all actions Communications: written communications and email are clear and well organized
- Communications: oral communications are clear and appropriate for business. Checks email throughout the day
- Team & Working Relationships: Effective in working with others. Actively assists other departments as needed, particularly back office.
- Thorough knowledge of GSD skincare products; promotes products to patients and others in reception area.
- Understands GSD Marketing Plan and demonstrates commitment to plan through inquiries and documentation related to sourcing, positive attitude and suggestions to patients/potential patients.
- Safety: adheres to all workplace safety standards and policies Adheres to all HIPAA standards
- Maintains strictest confidentiality
- Stewardship of company resources: appropriate use of PC, email, rest areas, maintains a clean and organized work environment. Refrains from using company services and equipment for personal matters.
- Attendance: reports for work on-time and as scheduled, available for work as needed Ability to organize and prioritize tasks/responsibilities effectively
- All Golden State Dermatology employees may be temporarily scheduled in any GSD facility based upon the needs of the organization. Employee demonstrates understanding and willingness to go where needed.
- Promotes Golden State Dermatology in an effort to enhance patient comfort and further organization reputation of excellence in the patient, medical, and associated business communities. Conveys a positive image of the organization.
Requirements Knowledge, expertise:
- Use of a PC, keyboard, mouse, printer, photocopy machine, and other office equipment
- Multi-line telephone system
- Ability to learn systems; competent in EMA and EClinicalWorks (or current system) upon training.
- Able to speak clearly
- Skilled in tact and diplomacy in interpersonal interactions
- Skilled in patient education needs by effectively sharing information with patients and families.
- Ability to communicate clearly in person and on the phone and establish/maintain cooperative relationships with patients, families, staff and other customers.
Certifications, training, licensure:
High School Graduate or Equivalent.
Safety Requirements:
Adheres to all GSD safety standards, including lifting technique, use of footstools, safe operation of moveable medical records shelving.
Physical Requirements:
Sitting up to 8 hours per day. Frequent sitting and standing from a sitting position. Use of keyboard and/or computer mouse up to 8-hours per day. Ability to use a stepstool, reach overhead. Ability to pull charts from and return charts to medical record storage shelves.
Decision Making Authority:
Collecting cash and making change. Processing credit card payments. Able to process cosmetic product sales. Authorized to sign for and accept packages and registered/certified mail.
GSD requires employees to receive the COVID-19 primary series vaccination or provide an approved exemption.
