Front Office Specialist

Location/Department: Health Center of Batesville - Batesville

Part Time- 32 hours per pay period 

Job Summary:

Performs clerical functions, answers phone, schedules appointments, direct calls to appropriate team members, takes & directs messages, facilitates communication with the office. 

Supervisory Responsibilities:  None

Duties/Responsibilities:

• Checks, monitors, & adjusts daily provider schedule as needed.


• Print routing slips for charts for daily appointments for next day & assure that all services provided have been checked properly.


• Meet & greet incoming patients in a courteous & professional manner.


• Check people in by reviewing & verifying all info & acknowledge in computer.


• Assists patient to complete necessary paperwork including HIPPA privacy acknowledgement.


• Scan & enter all insurance information.


• Enter all patient demographics if new & if any updates.


• Write on all encounter forms if demographics have changed & change in computer for billing specialist.


• Answer all incoming calls of multiple lines & direct to appropriate personnel.


• Take messages & send to provider using approved format.


• Makes phone calls to patients as needed or requested by provider.


• Look up all Medicaid eligibility & print & attach to routing slips for Billing Specialist.


• Look up patient/insurance balances for next day & report to biller if any outstanding insurance/patient balances.


• Scan all incoming documents to patient’s medical record.


• Schedule appointments for follow up & new patients. Schedule appointments & direct patients for nurse visits & emergencies.


• Send new patient packets through mail to new patients as requested or have available at front desk for patient to pick up.


• Have patient sign medical record request if requested by provider & send to appropriate location (may have to look up information if patient does not know all info).


• Register all patients & collect all documentation needed.


• Make copies of all forms as needed.


• Open & sort mail daily.


• Enter payments if phoned in or mailed in with credit card information.


• Check out patients in computer.


• Schedule referral information in clinical side under chart attachments.


• Fax referrals to appropriate place.


• Call for pre-certification/pre-authorization if required by insurance (if job title is MA/LPN/RN).


• Set-up batches for posting each day.


• Collect co-pays & patient balances as indicated on encounter slips.


• Enter all co-pays & balances into computer as an unassigned transaction.


• Print receipts for patients for co-pays & balances.


• File charts & appropriate paperwork.


• Keep inventory on supplies & order if necessary for front office.


• Change message on answering machine as needed.


• Close out daily journal & attach payments to journal & compile all routing slips for the day & give to biller for charge entry.


• Update transaction journal.


• Keep record of petty cash drawer & daily balance.\

Required Skills/Abilities:

• Must have strong verbal & written communication skills.


• Exhibit compassion & understanding.


• Excellent phone manners.


• Familiar with medical terminology is preferred, but not required.


• Able to operate office equipment, i.e. computers, phones, fax & copy machine.

Education and Experience:

• High school diploma or


• Minimum of 6 months relevant work experience required

Physical Requirements:

• Frequent sitting, walking, talking, & use of hands

Occasionally may need to lift up to 10 lbs