Admin Asst-Clinic

Job Description

Admin Asst-Clinic –  – Wythe County Physician Practice

Perform clinic clerical tasks such as typing and filing. Relieve staff members of clerical work and minor administrative and business details by scheduling appointments, giving information to callers, filing correspondence and other records, and other assigned clerical duties. Provide clerical, secretarial and receptionist support for the clinic, independently and with minimal supervision. Perform other diverse duties as requested or required. Under the general and direct supervision of the Front Office Coordinator and the Director of Primary Care Clinics.

• Always be calm and friendly—patient control can be a trying experience. If you feel you are losing control, contact the Front Office Coordinator or Director.
• Never leave the reception area unattended.
• Greet patients warmly—“Good morning/afternoon, how are you?” Vary your words from patient to patient.
• Explain the approximate waiting time to see the provider if requested by patient.
• Make and check off appointments as directed by provider guidelines. Cancel and reschedule appointments as necessary. Call patients to remind of appointments.
• Within limits of medical practice policy, give routine instructions in preparation for patient’s visit to the office.
• Greet patients, determine their needs and direct them accordingly.
• Respect and understand the patient’s right to treatment and right to involvement in treatment decisions.
• Maintain a patient treatment schedule consistent with the needs of the clinic. Schedule, receive and direct patients and visitors to the appropriate areas or clinic personnel, regardless of race, creed, age, gender or disability without bias or prejudice. Practice ethical responsibility based on the cultural, ethnic and religious beliefs of the patients’ served and applicable law.
• Answer billing calls helping the patient as accurately and completely as possible.

Maintain responsibility for general secretarial support functions to ensure efficient utilization of time.

Operate cord or cordless switchboard to relay incoming, outgoing, and interoffice calls.

• Answer the telephone: “Wythe Physician Practices _____________, this is ________.”
• Always be extremely courteous and helpful.
• Requests to speak to the director, nurse or provider directly will be granted unless you have been informed otherwise. Please ask who is calling.
• Requests to speak to an employee on duty will be allowed only at an absolute minimum, unless there is an emergency.
• Information requested about the length of our waiting time will be answered as honestly as possible.
• When giving information, work within the limits of knowledge and medical practice policies.
• Answer telephone in a courteous, helpful manner.

• Research medical records and financial records to determine if patient has been to the office before.
• Make sure superbills are filled out and ready before the day begins or as efficiently as possible.
• Make copies of the day’s schedule, post it, and update it throughout the day as needed.
• Look up insurance status on established patients in the computer, if not in the patient's medical record.
• Give new patients information sheets to complete. Review form for completeness and accuracy, with special emphasis on insurance coverage information.
• Collect fees and co-payments when the patient checks-out at the front desk. Double check collection of co-payments, payments on balances. Note payment amount and type on the superbill.
• Input patient demographic information into the computer. The minimum amount of information that should be entered is the name, account number and address.
• Update established patient information sheet at least semi‑annually or, when directed, on established patients and enter updated information into the computer.
• Prepare the medical record file folder for new patients.
• If authorization is needed for next visit, fill out the respective insurance forms.
• Fill out appointment cards for patient recall when required by the provider(s).
• Maintain…