Receptionist

ALLWELL BEHAVIORAL HEALTH SERVICES JOB DESCRIPTION

RECEPTIONIST

**POSITION SUMMARY:** Provide front line support regarding various functions relating to client appointments & billing, clerical duties, phones, intake and other duties as assigned exhibiting *excellent* customer service skills in-person and on the phone.

**RESPONSIBILITIES:**

Maintain Clinician Schedules / Schedule Client Appointments

- Input clinician schedules and update as changes occur

- Block off clinician vacation days, sick time, meeting etc

- Schedule any ongoing appointments for clients when needed

- Create appointment reminder notice for clients

- Call clients to remind of appointments

- Call clients to cancel appointments or inform of new appointments which become available in an effort to fill schedules and get clients in sooner

- Make every effort to keep clinician schedules full

- Follow corporate policy regarding scheduling appointments for clients with outstanding balances and no call/no show/cancelation history

Answer Phones

- Answer phone in a timely and pleasant manner

- Direct calls to appropriate staff

- Deal appropriately with emergency and crisis calls

Collect Payments

- Address clients regarding co pay or balance due on account

- Collect and record payments

- Create receipts for clients

- Secure cash in accordance with Cash Procedure Policy

- Notify Office Manager of clients not able or willing to pay

Faxing/Scanning/Uploading

- Retrieve faxes and forward to appropriate staff.

- Scan documents into support staff folder.

- Upload from staff folder to clients ECR-Document Library

Back-up Support for Receptionist

- Greet clients/general public and notify appropriate staff of their arrival, when client arrives late.

- Record client appointment status on front desk schedule

- Collect update information for clients Electronic Record

- Collect payment/print receipt

- Scan documents into clients Electronic Record

Assist in Efficient Operation of Front Office

- Complete corporate continuing education assignments

- Work in harmony with SCI staff

- Cross-train on other support staff jobs

- Perform other related duties as assigned by supervisor

Verify Accuracy of Intake File

- Obtain Intake file from CIS folder

- Review information with clients, update as necessary

- Explain fees and payment policy to clients

- Review Allwell Behavioral Health Services Cancelation Policy with clients and provide brochure

- Explain required documents and obtain signatures

Privacy Policy; HIPAA; Consent to Treat; MACSIS

- Give copies of signed documents to clients

- Scan any documents into clients ECR

- Notify Clinician client is ready for their appointment

- Obtain old chart from Archive Room if a previous client

- Forward Residency Verification forms to Data Entry

Perform Financial Updates for Clients

- Update financial information

- Explain fee changes to client

- Obtain signature on Fee Summary Form

- Give client copies of all signed forms

- Scan updated information in client chart

- Forward financial update information to Data Entry and email billing

- Monitor insurance clients to ensure proper authorizations and reauthorizations are obtained

- Send termination notices to clients after obtaining clinician authorization and a termination summary has been completed

Billing Questions

Handle phone calls regarding billing, insurance, and fee schedule

Follow up with clients and providers as necessary

Obtain insurance authorization when required

Keep Bi