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Medical Receptionist/Medical Records Specialist

Medical Receptionist/Medical Records Specialist

POSITION SUMMARY:  The Primary Medical Receptionist/Medical Records Specialist is responsible for the smooth application and execution of clinic front office activities, as well as assisting physicians and practice personnel in providing patient care as needed.  Duties include greeting patients, scheduling appointments, answering phones, review of charts while processing, review and track consent forms for patients (injections, vaccinations), responsible for HIPPA and PHI related documents, ensuring excellent customer service, and assisting peers in a teamwork approach to meeting patient needs.

POSITION QUALIFICATIONS:

Minimum Education: High School Diploma

Minimum Experience: Two years within a Medical Office setting; experience with Developmental Disabilities population a plus

Knowledge/Skills/Abilities (KSAs): High level customer service skills; knowledge of basic medical terminology and medical records systems; good communication skills (interpersonal, speaking, writing, reading); efficient and accurate information,  computer data entry and software management; multi-tasking; ability to organize, prioritize and process data and records; ability to work as a team member, as well as independently; initiate and follow-through with problem-solving; operate office equipment.

Required Certification/Registration: Certified Medical Assistant a plus

ESSENTIAL FUNCTIONS:

  • Scheduling: Performs duties associated with patient appointment scheduling, act as liaison to include: communicating with patients, representatives, family and staff members to maintain accurate and up to date scheduling information.  Manage and optimize providers’ schedules.  Ensure efficient information.  Book appointments, check patients in and out A28 and A16, verify patient master record information, verify insurance/benefit coverage A28 and A16, collect co-pays and payments on patient accounts.  Address scheduling issues including cancellations, conflicts and no-shows A28 and A16.  Assist with patient referral process and obtaining information from referral sources. Primary medical receptionist. Utilize a positive team approach to customer service. 
  • Patient Registration & Maintenance of Medical Records: Ensures friendly communication to facilitate the collection of documentation and information for new patient services along with office manager, or additional services for an existing patient.  Creates new patient records, to include appropriate consents/forms and ensures insurance information is complete and accurate. Maintains medical records in a neat and orderly manner and according to practice protocols. Files and stores medical records neatly, securely and confidentially. Obtains and/or prepares necessary forms and other documents in readiness for the patient appointment.  Reviews patient visit documentation for accuracy and completeness. Records information on logs, summaries, and ledgers.   Copies, scans, and distributes documentation and correspondence accurately and timely for A28 and A16.
  • Quality Assurance and Review: Assist with the examination of medical documentation and auditing procedures to ensure regulatory compliance. Maintain integrity of patient charts, records and documentation within the patient medical record and practice management system.
  • Chart and Prescription Processing:  Processes each chart after visit and completes provider PCF with appointment information. Prints out the prescriptions that are attached to the appointment to send to house. The electronic prescription written by the providers (PCP, Psychiatry, and Podiatry) checked for accuracy in accordance with the notes and /or communication requests and sent to the houses. At times a direct communication is needed to assure follow up on clinical recommendations for new or D/C meds.
  • HIPAA: Is familiar with and adheres to all HIPAA related policies and procedures safeguarding the protected health information (“PHI”) of all patients.
  • Consents:  Collects all required consents (Flu Vaccines, Pneumo Vaccines and tracks on spreadsheet. Once a consent form is given to the Medical Receptionist, she/he checks that appropriate fields are filled out by the requesting party and for identification accuracies. After the forms are accepted, they are given to the appropriate clinician and once completed, copies of the forms are returned to the appropriate parties.

ADDITIONAL RESPONSIBILITIES 

  • Communications:  Answers all incoming telephone calls (approximately over 100 calls a day); takes and follows up on messages; process in-coming and out-going correspondence.  Faxes all urgent orders, labs, communications, prescriptions, medical clearance. Incoming and outgoing documents all need to be scanned and date stamped.  Contacts outside physicians in response to nurse and physician requests. Acts on ARC Health resources 911 protocol in all cases of emergencies which includes call 911 and communicate the emergency, print out of medical and demographic information for police officer and EMT supportive staff.
  • Escorting: Provides backup of escorting duties as necessary.       

The Arc Rockland is an Equal Opportunity Employer

The Arc Rockland has partnered with the Empire State Purchasing Group. Vendors may submit bids electronically. Please visit https://www.bidnetdirect.com/new-york/arc-of-rockland for RFP and bidding opportunities.

Thank You to The Arc Rockland’s 2021 Corporate Sponsors:

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