Plastic Surgery and Medical Spa Front Office Associate

Graw Beauty, Inc.
July 27, 2022
Palo Alto, CA
Job Type


Job Description

Job Description: Job Summary:

With a customer service orientation—register patients, answer the telephone, prepare the office for the day, schedule patient appointments and collect money.
Educational Requirements:
Receptionist Experience
Associates degree or equivalent experience required; Bachelor degree preferred
Medical/Healthcare experience required; Certified Medical Assistant preferred
Responsibilities and Standards:Liaison between our medical providers and clients
Comfortable using email to communicate with patients
Comfortable using Internet applications
Knowledge of word processing software and Windows-based practice management software
Ability to perform multiple and diverse tasks simultaneously
Proven experience handling irate patients/customers and dealing with conflict
Familiarity with scheduling and rearranging appointments
Pleasant speaking voice and demeanor
Neat, professional appearance
Strong written and verbal communication skills
Good time management skills to accommodate patient flow
Proactive and flexible
Additional Responsibilities:
Performs other related duties as required, including:
"Opens" the office each day by ensuring the reception area is clean and tidy; replenishes magazines, dusts, straightens, and turns on music
Answers the telephone pleasantly, and by the third ring as often as possible
Appropriately discusses appointment types, providers and procedures with prospective patients over the phone—encourages them to schedule an appointment
Schedule patient appointments: explains to new patients which documents they are to bring, and provides information about copays due at time of service
Schedule patient appointments into the computer—keeps a “cancellation list” and calls patients if their appointment can be rescheduled to an earlier time
Encourages new patients to visit the practice website to learn more about the physicians, the services they provide, and the patient portal
Asks all new patients how they heard about the physicians; records this information in the practice's database
Emails new patient letters and packets, sets up patient for the portal, as well as pre-registers patients during down times
Makes reminder phone calls/texts 24 hours before designated patient appointments
Check-In, Registration, and Check-Out:
Greets patients as they arrive for scheduled appointments
Provides new patients appropriate paperwork for required signatures (if the patient has not been pre-registered)
Verifies demographic and insurance information for new and established insured patients; makes a copy/scans of each patient's insurance card, front and back
Explains financial and collection policies to new patients—provides written guidelines to each patient
Ensures all patient paperwork is complete before patient is seen
Informs patients in the reception area when the physicians are running behind—offers to reschedule them
Collects payments for appointments; posts charges and payments into the computer daily and schedules follow up appointments, as needed
Balance cash and credit card receipts daily and submits to Practice Manager as part of the daily close process
Medical Records:
Sends medical records copies to patients requesting them and executing a proper authorization
Collects appropriate fee for medical records, invoices when necessary
Sends and receives daily transcription files
Pulling and filing patient charts
Scanning patient charts into electronic medical records
Additional Duties:
Collects money and posts information into the computer system
Screen visitors and responds to routine requests for information
Ensures all faxes are distributed throughout the day
Sorts incoming reports and directs to appropriate physician
Opens and delivers mail daily
Manage petty cash; order and pay for staff lunches on patient care days
Keeps the patient reception area neat and clean at all times throughout the day, and that refreshments are stocked if offered
Order and stock office supplies; sends packing slips to Practice Manager for reconciliation with invoices
Facilitates any physician requests throughout the day
Ensure all pre-procedural paperwork is completed before procedure date
Possibility of weekendsOther:Maintains patient confidentiality by following the HIPAA Compliance Plan established by the practice; releases PHI in accordance with the practice's HIPAA Compliance Plan, attends regular HIPAA training, maintains data security by refusing to share computer and other passwords, and reports all identified and suspected HIPAA violations to the Privacy Officer
Maintains the coding compliance standards set by the practice; understands the practice's Coding Compliance Plan, attends annual training, and reports all identified and suspected coding compliance violations to the Compliance Officer
Maintains detailed knowledge of software as it relates to job functions
Attends all regular staff meetings
Performs all other tasks and projects assigned by the physician or Practice Manager
Access to PHI (Protected Health Information):
This position has extensive access to PHI. It requires access to computerized schedules and computerized or paper-based billing and reimbursement data - both of which contain a patient's clinical and financial information. It also may require the review of patient referral forms, lab results, tests, and encounter form data in the medical record in order to prepare patient information for the physicians and clinical staff.
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Typical Physical Demands:
Work may require sitting for long periods of time, and also stooping, bending and stretching for files and supplies. Employee will occasionally be asked to lift files or paper weighing up to 30 pounds. Position requires manual dexterity enough to operate a keyboard, operate a computer, telephone, copier, and such other office equipment as necessary. Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts. Position also requires viewing computer screens and typing for long periods of time and working in an environment which can be very stressful.
Typical Working Conditions:
Work is performed in a reception area and involves frequent contact with patients. Work may be stressful at times. The employee must be comfortable asking patients for money. Interaction with others is constant and interruptive. Contact involves dealing with sick people.

$50,001 - $75,000

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