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Position Summary: Responsible for greeting patients, answering telephones, providing information, scheduling appointments, and communicating with other departments.

Essential Functions

Greets patients and visitors in a prompt, courteous, and helpful manner.

Telephone:

• Answers telephone within three (3) rings
• Polite and responsive with all callers
• If placing patient on hold, provides frequent updates/status reports
• Transfers incoming calls to staff members
• Asks callers if they prefer to leave a message or access voicemail; takes messages Schedules patient appointments, and follow up visit
• Registers patients using EClinicalWorks (or current system); enters all demographics. Asks patients how they heard about GSD records marketing source information Provides general information about GSD
• Promotes GSD, with particular emphasis on skin care products available at Front Desk
• Checks for patient balance upon arrival. Collects co-pays and/or patient balance. Provides patient receipt for all payments; maintains receipt logbook.
• Sells skin care products, collects payment, enters information into EClinicalWorks (or current system)
• Maintains cash box for all payments, change, etc. Balances cash daily, maintains daily report. Assures that cashbox is locked up whenever away from work station.
• Maintains work area and lobby in neat and orderly manner; attends to lobby throughout day for magazines, trash, chair placement, etc.
• Reviews current day/week schedules for vacancies, contacts patients on waiting lists or with distant-future appointments and offers earlier appointments. Demonstrates efforts to fill unscheduled provider appointment-slots.
• Receives and signs for shipments/packages. Notifies appropriate staff member of package arrival.
• Files correspondence and report in medical records. Retrieves and/or returns medical records to files.
• Screens and signs in sales representatives
• Various clerical duties including but not limited to: photocopying, faxing, filing, typing letters, envelopes and forms, and maintaining office equipment in order to perform duties.
• Completes forms to facilitate referrals, laboratory orders, registration, insurance payment and others.
• Other duties as assigned by supervisor

Organizational Standards

• Demonstrates Knowledge of Job Duties
• Knowledgeable in the diagnosis and treatment of benign, pre-cancerous lesions, and skin cancers.
• Knowledgeable in insurance carriers (i.e. Medicare, commercial, HMO)
• Judgment: demonstrates sound forethought and logic in all actions Communications: written communications and email are clear and well organized
• Communications: oral communications are clear and appropriate for business. Checks email throughout the day
• Team & Working Relationships: Effective in working with others. Actively assists other departments as needed, particularly back office.
• Thorough knowledge of GSD skincare products; promotes products to patients and others in reception area.
• Understands GSD Marketing Plan and demonstrates commitment to plan through inquiries and documentation related to sourcing, positive attitude and suggestions to patients/potential patients.
• Safety: adheres to all workplace safety standards and policies Adheres to all HIPAA standards
• Maintains strictest confidentiality
• Stewardship of company resources: appropriate use of PC, email, rest areas, maintains a clean and organized work environment. Refrains from using company services and equipment for personal matters.
• Attendance: reports for work on-time and as scheduled, available for work as needed Ability to organize and prioritize tasks/responsibilities effectively
• All Golden State Dermatology employees may be temporarily scheduled in any GSD facility based upon the needs of the organization. Employee demonstrates understanding and willingness to go where needed.
• Promotes Golden State Dermatology in an effort to enhance patient comfort and further organization reputation of excellence in the patient, medical, and associated business communities. Conveys a positive image of the organization.

Requirements Knowledge, expertise:

• Use of a PC, keyboard, mouse, printer, photocopy machine, and other office equipment
• Multi-line telephone system
• Ability to learn systems; competent in EMA and EClinicalWorks (or current system) upon training.
• Able to speak clearly
• Skilled in tact and diplomacy in interpersonal interactions
• Skilled in patient education needs by effectively sharing information with patients and families.
• Ability to communicate clearly in person and on the phone and establish/maintain cooperative relationships with patients, families, staff and other customers.

Certifications, training, licensure:

High School Graduate or Equivalent.

Safety Requirements:

Adheres to all GSD safety standards, including lifting technique, use of footstools, safe operation of moveable medical records shelving.

Physical Requirements:

Sitting up to 8 hours per day. Frequent sitting and standing from a sitting position. Use of keyboard and/or computer mouse up to 8-hours per day. Ability to use a stepstool, reach overhead. Ability to pull charts from and return charts to medical record storage shelves.

Decision Making Authority:

Collecting cash and making change. Processing credit card payments. Able to process cosmetic product sales. Authorized to sign for and accept packages and registered/certified mail.

GSD requires employees to receive the COVID-19 primary series vaccination or provide an approved exemption.