Appointment Scheduler/ Registration Clerk
DEPARTMENT: Front Office
CLASSIFICATION: Hourly
RESPONSIBLE TO: Site Team Lead (Immediate Supervisor) and Chief Nursing Officer
FUNCTION: To schedule all patients’ appointments (i.e.: Adult Medicine, Pediatric and Ob/Gyn patients). Give all patients a follow-up appointment, if needed, on exit.
Cross train and be able to work in registration and register patients, and perform all duties required.
DUTIES AND RESPONSIBILITIES:
1. Appointment Scheduler:
a. Answer all incoming calls concerning an appointment and schedule them with the appropriate provider.
b. Check demographic information while scheduling appointment over the phone.
c. Tell patient to bring in appropriate information at time of visit (social security card, insurance card, patient’s photo I.D., check stub, etc).
d. Schedule follow-up appointments on exit and give the patient a reminder appointment card.
e. Place phones on the after hours answering service at the end of each day.
2. Registration
a. Register all patients, new and established, and get accurate demographic information from patient.
b. Scan all scanable items during check-in (patient’s photo I.D., ins. Card, social security card, etc).
c. Print encounter form and inform clinical staff, that the patient is ready for appointment.
d. Collect from self-pay patients and co-pay monies based on type of medical coverage and give patient a receipt.
3. Cashier:
a. Collect money from patients on intake and on exit.
b. Generate a receipt for patients.
c. Balance collections before the close out of each day.
CLARIFICATION OF THESE POINTS FOR PCMH COMPLIANCE: effective 03/27/ 14
4. Provider Productivity:
a. Assist with required pre-visit preparation (i.e.: calling patients to remind them of their appointments, instructing them to bring the necessary documents and information needed for their appointment, and being on time for the appointment.
b. Keep track of all kept, no show, cancel and rescheduled appointments for all depart- ments throughout each day.
c. Document in patient’s chart by using the telephone template that patient was called regarding the no show appointment.
d. Document if the appointment was rescheduled
e. Document if unable to reach patient voice message was left.
f. Document if phone number is disconnected, and place an alert on the patient record.
g. Turn in stats/reports at the beginning of each month, from the previous month, to Chief
Medical Officer &/or her assistant.