Front Office Assistant

Position Title: Front Office Assistant
Department: Front Office
Position Reports to: Clinic Office Manager
Status: Union

Location:  Van Nuys

Position Summary: Position requires excellent customer service skills with patients, employees, and the public, including but not limiting to: offering friendly, courteous, and confidential assistance to every patient to ensure that the patient has a positive experience while visiting Clinica Romero. Assist with the provision of quality services in the areas of scheduling, patient flow, information and clerical tasks. Individual must also be flexible, organized and must be able to manage a demanding workload with accuracy. 

Responsibilities:

• Welcomes and greets patients as they arrive to clinical sites; will maintain
  exceptional customer service.


• Assist patients with questions and direct them to proper departments or personnel;
  follow through with patient to ensure they are seen in a timely manner.


• Register patients for all appointments including Walk -Ins utilizing Clinica’s EMR
  system


• Obtains and updates patient information into EMR system including but not
  limited to: patient's demographic, guarantor, coverage, and other information.
  Initiate appropriate application forms and screens patients for eligibility
  determination for various programs that are part of the financial screening process.


• Ensures to scan copies of the enrollment and or recertification of programs such
  as FamPact, EWC, NEVH and Sliding Fee.


• Maintains familiarity with various types of Medi-Cal, Health Plans and other
  programs.


• Verifies and prints eligibility for all payers including but not limited to: Medi-
  Cal/ Manage Care and other programs by utilizing the appropriate web portals.


• Scans pertinent patient information into EMR including patient identification cards,
  benefit cards, eligibility verification printouts, etc.


• Preforms daily appointment reminder calls to patients and documents call in our
  Electronic Medical Record (EMR) system. In addition with our text messaging
  app, WELL Health, responsible to monitor and send reminder text messages to
  patients.
  


• Audit EMR registration for accuracy and completeness, note deficiencies and refer
  for appropriate follow up and completion.


• Assist patients or family members with completion of varied registration forms.
  Initiate new patients’ chart account in EMR.


• Review assigned provider schedules and verifies eligibility one to two days before
  scheduled appointment. Communicate any eligibility discrepancies to patient prior to
  the scheduled appointment.


• Responsible to perform one last audit of assigned provider schedules to capture any
  erroneous scheduling mistakes to prevent patient impact.
  


• Daily utilization of Microsoft Outlook to ensure that all incoming emails are read and
  a responses are made in a timely manner, this includes emails from supervisor, Front
  Office Lead, and other departments.


• Collecting appropriate co-payments from patients for their respective insurance
  coverage. Payments collected in the form of cash, checks, and credit cards.


• Schedules appointments according to Clinica’s Scheduling Guidelines and keeps
  up with any new scheduling changes.


• Adheres to Clinica’s Petty Cash policies and procedures, which includes
  completion of a daily reconciliation form, and submits all monies (cash and/or credit
  card receipts) to immediate Supervisor or Front Office Lead for review.


• Answers incoming calls, taking messages, transfer calls and provide information to
  other departments upon request.


• Assist in the completion of data for department reports.


• Translates for patients when necessary.


• Assist patients with PCP changes when eligibility department is backed up.


• Assist with rescheduling patients anytime we have provider call outs


• Participates in trainings provided by Clinica Romero to further education and keep current with industry changes, and clinical requirements.
  

Qualifications/Requirements:

• High school graduate or equivalent. Medical Billing experience/ training in a medical office or similar setting.


• Customer service skills: communication, empathy, patience, and technical knowledge
  


• EPIC experience preferable.


• Typing a minimum 35 WPM and proficient computer skills; including but not limited to Microsoft products and use of outlook.


• Ability to communicate effectively, verbal and written; work without close supervision,
  detail oriented and well organized.
  


• Work in team-oriented environment, and work well under deadlines.


• Previous experience in a community clinic setting, billing and/or collections a plus.


• Bi-lingual English/Spanish required.
  


• Ability to work evenings and weekends.


• CPR Certification.


• Ability to cover between the 2 Van Nuys locations when is needed.


• CA driver’s license and auto insurance