Front Office Lead

Colonial Group; Town of Florida (NY); On-site; USD 33,000 - 52,000; Full time

Job summary

Colonial Group in New York is seeking a motivated Front Office Medical Receptionist to assist the Practice Manager in directing daily operations of a busy medical office. You will coordinate scheduling for clinicians, manage check-ins/outs, handle insurance verification, and maintain patient flow.

Responsibilities include posting charges and payments, maintaining records, supporting staff, and contributing to a compliant, efficient office. Two years in a medical office is preferred.

Qualifications

• High School diploma or equivalent.
• Minimum two years in a medical office setting.
• Proficient in practice management systems and MS Office.
• Knowledge of insurance verification and billing processes.
• Strong communication and interpersonal skills.

Responsibilities

• Schedules appointments according to office policies.
• Greets patients and visitors in a courteous manner.
• Checks in/checks out patients and updates records.
• Verifies insurance and collects co-pays.
• Posts charges and reconciles payments.
• Maintains lobby and office area.
• Supports staff scheduling and meetings.

Skills

Appointment scheduling

Patient greeting

Phone etiquette

Medical terminology

Office teamwork

Customer service

Conflict resolution

Policy compliance

Education

High School Diploma or equivalent

Tools

TrackIt

Procureit

Staples

Concur

IT ServiceNow

Performance Manager

QGenda

InformRX

SharePoint

Job description

PRIMARY FUNCTION:

Assists the Practice Manager with administering, directing, and coordinating activities relating to the operation of the medical office, including the coordination of the scheduling for all clinicians, support staff and facility maintenance and repair. Proficient in all duties of Front Office Medical Receptionist.

SKILLS:

• 1. Schedules appointments according to office scheduling policies.
• 2. Greets patients and visitors in a prompt, courteous and helpful manner.
• 3. Assists the manager with calls from patients, hospitals and other doctor’s scans, uploads and routes patient documents accordingly.
• 4. Check-in/ Check-out patients in a timely manner, including:
  • Updating patient status in the practice management system.
  • Following PA policy related to daily payment reconciliation.
  • Collecting co-pays according to insurance plan requirements.
  • Ensuring insurance verification is completed and updated in practice management system.
• 5. Posts charges and payments within the required timeframe:
  • Matches procedures with correct diagnosis.
  • Reconciles charges & payments.
  • Reconciles all daily/monthly charge reconciliation reports including:
    • Charge Ticket Audit
    • Duplicate Charge Report
    • Missing Office Visit Report
    • Missing Charges Report
    • NP/PA Appointment Charges Report
    • Missing Copay Report
• 6. Sorts and delivers mail, medical records and other correspondence.
• 7. Maintains the work area and lobby in a neat and orderly manner.
• 8. Participates and contributes in meetings.
• 9. Tracks and coordinates facility maintenance.
• 10. Assists the manager in overseeing scheduling templates for clinicians.
• 11. Understands and participates in the interview, hiring and development of new employees.
• 12. Assists Practice Manager in the supervision of individual staff assignments.
• 13. Assists Practice Manager with the management of employee schedules.
• 14. Assists practice manager in scheduling and coordinating office meetings.
• 15. Demonstrates individual initiative.
• 16. Identifies, analyzes and solves problems.
• 17. Maintains efficient patient flow.
• 18. Actively works alongside staff.
• 19. Resolves staff conflicts diplomatically and tactfully.
• 20. Assists and participates in the supervision of staff and future leadership development.
• 21. Capable of assuming duties of Practice Manager.
• 22. Assists in the supervision of all front office tasks.
• 23. Strives to achieve the goals set by the office budget and learn dashboard.
• 24. Assists Practice Manager in monitoring employee time-cards.
• 25. Proficient in the following applications:
  • TrackIt
  • Procureit
  • Staples
  • Concur
  • IT ServiceNow
  • Performance Manager
  • QGenda
  • InformRX
  • SharePoint

POLICIES AND PROCESSES:

• 1. Acts as compliance liaison enforcing policies and procedures.
• 2. Demonstrates knowledge and understanding of office budget and goals.
• 3. Understands performance evaluations and corrective action processing.
• 4. Competent to counsel employees as needed in the absence of a manager.
• 5. Completes all PA University mandatory courses by designated deadlines.
• 6. Ensures Pediatric Associates practices and protocols are in place throughout the office for check-in, check-out, phones, posting, etc.
• 7. Assists the Practice Manager in managing and ordering office supplies.

INTERPERSONAL AND COMMUNICATION SKILLS:

• 1. Is tactful, diplomatic, cooperative and shares information with others.
• 2. Communicates via e-mail in a timely and effective manner.
• 3. Communicates well with Practice Manager, the local management team and supports all clinicians and staff.
• 4. Assists Practice Managers with customer service issues, i.e.: conflicts/disputes, incidents/accidents.

PROFESSIONALISM:

• 1. Adheres to high ethical behavior.
• 2. Leads by example.
• 3. Upholds Pediatric Associates Core Values.

TYPICAL WORKING CONDITIONS:

Working in an office environment. Involves frequent telephone contact interaction. May require sitting or standing for long periods; also stooping, bending, and stretching for files and supplies. Occasionally lifting files, boxes weighing up to 50 pounds. Requires manual dexterity sufficient to operate a keyboard, type at 35 wpm, operate calculator, copier, scanner e-mail and such other office equipment as necessary. Must be able to communicate clearly. It is necessary to view and type on computer screens for long periods and to work in a high-volume environment

PERFORMANCE REQUIREMENTS:

Adhere to all organizational information security policies and protect all sensitive information including but not limited to ePHI and PHI in accordance with organizational policy, Federal, State, and local regulations.

Education:

High School Diploma or equivalent.

Licensure/Certification:

None

*Upon hire, and for the duration of the employment period driver’s license must be active and valid.*

Experience:

Prefer two years of work experience in a medical office setting. Knowledge of computer and medical terminology desired.

The Pediatric Associates Family of Companies an Equal Employment Opportunity/Affirmative Action employers and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.