ESSENTIAL FUNCTIONS:

Greet patients and visitors promptly and courteously. As needed will answer Centers phone

promptly (by third ring) and courteously. Schedules patient appointments in order to ensure that

providers have an adequate number of patients to meet the pre-established encounter goals.

Triages calls for all staff. Tasks messages to other staff as necessary. Ensures that all patient

contacts and calls are acknowledged within a reasonable time and are treated with concern,

prompt care, and in a polite and professional manner. 

Ensure prompt and accurate patient registration by meeting one-on-one with patients as they go

through the check-in process. Uses appropriate forms and gets necessary signatures and

information from patients/families. Explains how HIPAA relates to patients and family. Aids

patients who have difficulty filling out required registration forms. Correctly inputs data

into patient chart. At each visit, each patient verifies information (address, phone number,

insurance, etc.) Ensure insurance eligibility and coverage dates on all patients (through RTS for

most commercial insurances) and Medicare and Medicaid must be verified through the insurance

website paying special attention to the assigned PCP. Passport may be used in an effort to find

which insurance website to go to for Medicaid patients or verify any insurance by phone (at

every visit). Ensures that sliding fee applications are valid for each visit and that new

applications with appropriate proof of income are filled out annually. Ensures that patients are

checked in timely and in such a way as to effectively manage provider time. Also,

encourages patients to use the Patient Portal and gives them the letter for signing up for the

Portal. 

As needed, explains patient procedures and responsibilities regarding center services to new

patients. Arranges translation for all patients with English as a second language and assists these

patients with other services as necessary.

Reminds patients, at each visit, of balances due on their account. Requests appropriate co-

pay and sliding free payment from patients prior to them being seen. Takes payments from

patients, posts payments appropriately and accurately in the computer, prints out a receipt for the

patient for each payment taken, and keeps receipts and paperwork properly accounted for.

Arranges for change as needed and manages the safe and money bag. Ensures maximum

collections by collecting any payments possible from patients who owe money to the

corporation. Closes each day’s business by following the end of day process to balance and post

any transactions taken during the day and secure the deposit in the security bag, placing it in the

safe before leaving for the day. 

Check out patients after each visit by using proper check out process, ensuring the patient has a

copy of the patient plan and a return appointment before leaving the

clinic. Determine if additional fees are due for lab services and collect those.

Performs front office duties necessary for clinic to attain Patient Centered Medical Home status: 

a. ensure your assigned provider’s appointment schedule is printed for the

daily “huddle”;

b.  contacted patients to remind them of their appointment and added

confirmation message in NextGen and on the report; 

c. requested information regarding visits to specialists or hospitals since last

visit making note whether they have or have not been somewhere else; 

d. noted date of last visit. 

e. Remind patient what to bring to update their information (i.e., new

insurance card, copay amounts or sliding fee payments, past due amounts, proof

of income).

 Help with missing front office person’s duties as needed when they are absent.

 Acts as a liaison regarding the MIS system and other office machines (copier, fax,

etc. Makes necessary changes to the appointment scheduling system when requested by

supervisor or director.

 Works well with other staff as a team player and in a professional and courteous

manner. Makes suggestions and gives input into the center operation and overall planning

and goal setting for center and corporation. Works on studying, planning, implementing,

and evaluating various new procedures to improve systems of operation.

  Assists in additional Center activities as requested by managers, such as

community events, fire safety, quality assurance, and attending needed training.  Knows

the role in the emergency plan and responds appropriately if emergency occurs.

General Job Responsibilities for all Staff

 Properly uses time clock as instructed to document work time and attendance 

 Is punctual (on time) for work each day and promptly gets working on assigned

duties

 Has a good attendance record

 Uses work time wisely, works scheduled work hours, and keeps personal phone

calls and personal cell phone use at work to a minimum

 Is respectful and professional with all staff and patients

 Is a dependable employee, and uses good judgment and decision-making as it

relates to work

 Is respectful to authority and compliant with policies, procedures, and rules 

 Maintains patient confidentiality and complies with HIPAA, including protection

patient information of any kind from being easily seen or accessible by others 

 Demonstrates initiative and personally contributes to the goals and success of the

Corporation.

 Adheres to ethical principles and obeys laws and legal guidelines

at/regarding work.

EDUCATION EXPERIENCE AND SKILLS REQUIRED:

 High School Graduate

 Knowledge and experience as receptionist, secretary, computer operator,

and/or bookkeeper.

 Minimum of two (2) years’ experience in a medical office.

 Excellent customer service, computer, and communication skills.

 Competent use of office equipment, such as computers, copier, calculator,

fax machine, and multi-extension telephone system.

QUALIFICATIONS

 To perform this job successfully, an individual must be able to perform each

essential duty satisfactorily. The requirements listed below are representative of the

knowledge, skill, and/or ability required. Reasonable accommodation may be made to

enable individuals with disabilities to perform the essential functions. 

 This position requires manual and finger dexterity and eye-hand coordination for

easy and skillful use of hands when working with equipment. The

employee frequently is required to stand, walk and sit. Good hearing is necessary to

receive detailed information through oral communication and to make

fine discriminations sound. Visual acuity is needed to assess color changes, to verify

accuracy of written materials, and to accurately prepare work and administer

presentations.

Preferred Qualifications:

 At least five (5) years medical business experience.

 Completion of advanced education or certification in Office or Medical Assistant

Program.

 Bilingual in Spanish and English a plus.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance

instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability

to speak effectively before groups of employees and/or the management of organization. 

MATHEMATICAL SKILLS

Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical

situations.

REASONING ABILITY

Able to think and reason in order to solve practical problems and deal with a variety of concrete

variables in situations where only limited standardization exists. Ability to interpret a variety of

instructions furnished in written, oral, diagram, or schedule form.

WORK ENVIRONMENT

Primarily seated in check in station within the clinic.

The work environment characteristics described here are representative of those an employee

encounters while performing the essential functions of this job. Reasonable accommodations

may be made to enable individuals with disabilities to perform the essential functions. The noise

level in the work environment is usually moderate.

PHYSICAL REQUIREMENTS/DEMANDS

This position requires manual and finger dexterity and eye-hand coordination for easy and

skillful use of hands when working with equipment. The employee frequently is required

to stand, walk and sit. Some stooping and lifting of supplies (approximately 10 pound limit)

Good hearing is necessary to receive detailed information through oral communication and to

make fine discriminations in sound. Visual acuity is needed to assess color changes, to verify

accuracy of written materials, and to accurately prepare work and administer presentations.

DISCLAIMER

The above duties and responsibilities are essential job functions, subject to reasonable

accommodations. All job requirements listed indicate the minimum level of

knowledge, skills and/or abilities deemed necessary to perform the job proficiently.

This job description is not intended to be construed as an exhaustive statement of

duties, responsibilities, or requirements. Employees may be required to perform any other job-

related instructions, as requested by their supervisor, subject to reasonable accommodation.

The Hardeman County Community Health Center is an Equal Opportunity Provider and

Employer.

To file a complaint of discrimination, write; U.S. Equal Employment Opportunity Commission

(EEOC);

1801 L Street, N.W. Washington, DC 20507