Eight to Five

This week I had to write a job description for my boss:

Patient Care Coordinator (aka Receptionist)

  • Schedule patient appointments.
  • Answer phones, take and distribute messages, greet and check in patients, manage emailed communications with patients.
  • Manage requested schedule changes for existing patients, updating wait-list spreadsheet to document patients’ availability and expedite flow of new patient appointments.
  • Send welcome letters to patients at the start of therapy to reinforce polices and confirm scheduling arrangements.
  • Assist in notifying patients when provider is not available.
  • Build provider schedules and adjust as needed. Document time-off requests.
  • Communicate with clinical and administrative staff regarding the status of discharged patients and those reengaging in therapy.
  • Check new patient paperwork for completeness and accuracy.
  • Maintain and manage patient records. Scan documents, label and import documents to patient accounts, assemble charts. Scan and disassemble discharged charts.
  • Work to convert existing charts to EMR.
  • Take copays and coinsurance payments on check-in, over the phone, and via electronic transfer.
  • Process EFT insurance and HSA payments as needed, apply to accounts.
  • Pick up, open, and distribute mail and faxes.
  • Prepare and address statements and claim forms, mail them out.
  • Get new privacy policies signed annually.
  • Assist in tracking new referrals, authorizations, and prescriptions as needed.
  • Fulfill requests for chart notes, reports, and other medical records.
  • Track patient attendance. Send letters to address attendance issues. Track no-show fees.
  • Administrative support to clinicians and staff as needed.
  • Billing support as needed.
  • Maintain library and track the loan of clinic materials.
  • Assist in maintaining printed forms for staff.
  • Maintain waiting room: straighten up, clean windows, vacuum, update reading materials, clean chairs and toys, sweep foyer, maintain waiting room signs.
  • Maintain bathrooms: regularly stock paper products and soap, take out trash and recyclables.
  • Clean doors and windows in treating areas and throughout the clinic.

What do you do when you do what you do?