Clinic Assistant

Position Title: Clinic Assistant

Grade: D

Department: HealthPartners Medical Group and Clinics

QUALIFICATIONS:

REQUIRED TESTING:

Alpha-numeric data entry test (4,000 keystrokes)

Medical Terminology test

REQUIRED:

High School diploma or GED

Meets one of the following:

Graduate of a formal training program in medical reception, an equivalent program, or a customer service program

Two years experience as a medical receptionist

Two years experience in a customer service position

One year experience using data look-up and data entry functions on a mainframe or PC based computer system

One year customer service experience either via telephone or in-person within the last five years

Demonstrated ability to organize work under pressure

Demonstrated ability to function with multiple priorities and interruptions

Excellent oral communication skills

Excellent written communication skills

PHYSICAL REQUIREMENTS:

Ability to sit or stand for prolonged periods of time. Oral and written communications with customers requires adequate speech, vision, and hearing. Proficiency in English is required. Proficiency in other languages may be required. Use of a telephone and computer terminal also requires adequate hand writing and manual dexterity skills.

POSITION PURPOSE:

Service excellence is to be centered on patient care and patient relationships and is the responsibility of all employees. Teamwork is the norm and all employees will be held accountable to work as effective team members. This position is a vital point of contact for a patient entering the HPMG Clinics. This position facilitates the process of scheduling appointments and has responsibility for accurate collection of current financial and demographic information. This position directly impacts revenue collection for the medical group.

ACCOUNTABILITIES:

1. Customer Service

Care for each person as he/she would like to be cared for by:

Putting the patient first at every opportunity

Listening to understand each patient

Showing concern for each patient

Acting individually and with others to meet each patient's needs

Check-in and Co-pay Administration

a. Check in patients in an accurate and professional manner

b. Identify and accurately collect co-pays or appropriate fees

Use computer-based system to verify patient information

Understand and communicate benefit changes to members, or refer to appropriate resource

Communicate wait times in a diplomatic manner

Direct patients to the appropriate care area

Prepare reconciliation report

Provide patients with appropriate forms, questionnaires, etc.

Computerized Appointment Scheduling for appointments

Schedule appointments in an accurate and timely manner according to Advanced Access principles

Maintain knowledge of appointment scheduling practices

Maintain knowledge of appointment scheduling policies and procedures

Registration and Verification

a. Complete the registration process, including reviewing the registration information for completeness and accuracy and obtain further information, if necessary

b. Verify insurance eligibility, if necessary

c. Register patients in an accurate, efficient, and timely manner

d. Identify appropriate account type, e.g., Workers compensation, Motor Vehicle Accidents, etc.

Specialty Appointment Coordination

Provide patient with information required to schedule specialty appointments

Facilitate timely and accurate flow of communication within the clinic

Answer telephone and respond appropriately to the caller

Take and relay messages requiring follow-up to appropriate individuals

Prepare records and materials for new patient appointments

Assist with the clerical duties of the clinic, e.g., faxing information, making copies, etc.

Maintain open communication with Appointment Center to ensure patient and provider needs are met

Coordinate schedule templates

Coordinate emergency schedule changes

Coordinate schedule holds consistent with Advanced Access principles

Coordinate schedules regarding provider vacation, rounding, and other out of clinic changes

General Accountabilities

Perform other duties as assigned