Medical Front Office Specialist-Temporary

Arizona Community Physicians (ACP) has an immediate opening for a Front Office Specialist (Reception) in one our outpatient family medical clinics in East Tucson. After the end of this assignment, opportunities may be available to transfer into other vacant positions within ACP.  This position will provide excellent customer service to our patients by providing skilled and patient-welcoming administrative support.

Summary

Performs administrative and customer-service responsibilities encompassing a variety of duties which support patient care and clinical operations. Duties include patient-facing responsibilities in-person and/or telephonically and electronically.

Responsibilities include but are not limited to:

• Provide excellent customer service to patients, patient family members, business representatives, and other visitors to our clinical offices through positive interactions with greetings and quality support as needed.
• Effectively manage reception area traffic and patient flow by having an organized work area and system for arriving patients.
• Arrive patients and complete check-in process involving registration and appointment scheduling which includes obtaining legible photocopies of insurance cards, accurate data entry, insurance verification, collecting co-pays, record-keeping, and forms completion.
• Perform daily cash handling/cashiering which includes balances all encounters and end of day cash/credit card processes.
• Follow practice guidelines for patient walk-ins and vendors without appointments and other exceptions to the clinic schedule.
• Interface with back-office personnel and physicians in facilitating patient flow. This includes collaborative teamwork together to meet patient care and business needs.
• Answer phones, route calls, take messages and manage voicemails to ensure communication is fluid and accurate.
• Appropriately handle high priority calls (urgent triage, physicians, hospitals) during clinic hours according to practice guidelines.
• Manage in-basket messages effectively in patient electronic health record system.
• Generate appointment schedules and encounters before clinic begins and follows proper start-of-day procedure for cash drawer.
• Prior to appointments, review medical records to ensure most recent dictation and lab results are filed.
• Annotate no shows, cancellation, and add-on appointments appropriately.
• Communicate arrivals and delays to back office.
• Maintain up-to-date resource manuals and related materials (contract, ancillary and vendor grids; eligibility rosters).
• Manage medical records requests, complete forms, facilitate fax requests, scan documents into patient records as required.
• Ensure cleanliness of reception area.
• Maintain HIPAA compliance (patient-confidentiality requirements) as required.
• Other duties as required.

Qualifications

• Education: High school diploma or equivalent.
• Prefer at least one year of experience in an administrative support role with responsibility for multitasking, and detail-oriented tasks.
• Prefer experience working with the public providing customer service.

Knowledge and Skills:

• Computer proficiency and ability to quickly learn new applications.
• Proficient in typing and good spelling, punctuation, grammar and oral communication.
• Skills in organization, prioritization, and multi-tasking.
• Professional demeanor and recognition of privacy considerations for patients and families.
• Must be able to act calmly and effectively in a busy or stressful situation.
• Must be able to establish and maintain effective working relationships with medical staff and peers.