Project HOME

Scheduler/Receptionist, Stephen Klein Wellness Center

Posted on November 14, 2016

Scheduler/Receptionist, Stephen Klein Wellness Center

The Receptionist/Scheduler has the primary responsibility of managing the providers’ appointment schedule and registering patients using the practice management system. Essential functions and competencies are as follows:

  • Answer incoming calls as they are presented.
  • Greet patients, register, check in, schedule and answer patient questions. Update the practice management system when needed to indicate that the patient has arrived or is scheduled.
  • Ensure all patients have an accepted insurance or are uninsured.
  • Confirm and record accurate patient information including insurance, address, apartment number and phone number (s).
  • Assist in the scheduling of appointments with providers and support staff at Project HOME Healthcare Services (PHHS) locations and other agencies in accordance with scheduling policies and procedures.
    Perform confirmation calls for patient appointments.
  • Prepare daily documents that are given to Front Office by clinical team for mailing and faxing.
  • Maintain patients’ and visitors’ privacy and confidentiality. Treat all (staff, patients and guests) with courtesy and respect.

Other Functions:

  • Inform patients about policies and procedures of the Wellness Center.
  • Collect all appropriate patient fees as stated in the Sliding Fee Schedule Alert
  • Follow all “Alert” notes
  • Support Benefits Counselor with insurance eligibility and sliding fee schedule when requested by Front Office Manager
  • Assist patients with changing Primary Care Physician when needed.
  • Assist in maintaining a calm atmosphere in waiting area
  • Support the greeter in ensuring that guests arriving at the Wellness Center for non-clinical appointments and meetings sign the visitors’ log then contact the appropriate person in the building. Be attentive to the movement of staff and guests entering and leaving the building.
  • Assist Greeter with Package Delivery process
  • Assist Greeter with scanning when requested by Front Office Manager
  • Be available for cross training when requested.
  • Allow clinic access to staff, guests, and patients and identified delivery people only. Log and report any unusual activity.
  • Perform all other duties as assigned

Immediate Supervisor: Front Office Manager

Internal/External Contacts:

The work of Project HOME is rooted in our strong spiritual conviction of the dignity of each person. As such, we strive to function as a community of individuals who demonstrate respect, courtesy, dignity, support and care for all people.

Our community of care extends to homeless persons, residents, vendors, consumers, staff, outside agencies and all people who enter our dwelling places. Thus, we work to avoid making assumptions and generalizations about people. We demonstrate and foster respect for cultural differences. We believe in our ability to listen and learn from one another.

Specifically, building community for the Receptionist/ Scheduler means:

  • Receiving and responding to work tasks in a courteous and timely fashion.
  • Meeting and greeting visitors, residents, other staff and co-workers in a polished and welcoming manner.
  • Intentionally maintaining open dialogue and verbal/written communication.
  • Striving to put others at ease and communicating in ways they can understand.
  • Developing and maintaining smooth, cooperative working relationships with others.
  • Encouraging open expression of ideas and opinions.

In addition, all staff are responsible for the following:

  • Commitment to the mission of Project HOME.
  • Work at establishing a base of trust with each resident.
  • Develop good working relationships among community and staff.
  • Continue to learn about mental illness, addictions, and dually diagnosed residents.
  • Accept patients and guests “where they are” while working to assist them.
  • Observe confidentiality, privacy, and dignity of each resident.

Education/Skills Required:

  • A high school diploma or GED.
  • Proficiency in Microsoft Office.
  • Excellent written and verbal communication skills.
  • Excellent telephone “manners” and ability to deliver World Class Customer Service
  • Bilingual (Spanish/English) preferred
  • Prior experience using a Practice Management System (Nextgen or other)

Experience Required:

  • One year related work experience, preferably in a medical office setting.
  • Strong computer and organizational skills.
  • Ability to manage multiple tasks simultaneously.
  • Ability to work independently and to collaborate as a member of a team.
  • Ability to handle stressful situations while providing exceptional customer service.
  • Prior experience delivering services to persons with histories of homelessness, mental illness, substance dependence, and trauma would be helpful.
  • Physical Demands: Light lifting; walking up and down stairs.

Work Schedule: Office hours are Monday to Friday, 8:30AM to 5:00PM. We will also be open some evenings. The receptionist is expected to be available to work at least one evening per week. Must be available to change schedule as clinic operation hours or days change.

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