Clinic Office Specialist, Valley Cardio Shared

MISSION STATEMENT: Our Mission is to improve the well-being of those we serve with a commitment to excellence: every patient, every encounter, every time. VISION: Our Vision is to create a world-class health system to advance medicine and increase access for the communities we serve by empowering caregivers to heal through compassion, knowledge, innovation, integrated care and excellence.

This Clinic Office Specialist is responsible for the professional and efficient managing of visitors, patients, phone calls and messages, as well as a variety of clerical duties that support clinic services, information, and the operations and presentation of a professional physician’s office. POSITION EDUCATION/ QUALIFICATIONS­ : High School/GED preferred MOS Certification preferred Excellent customer service skills Computer skills required, with good working knowledge of Microsoft office suite products Good written and verbal communication skills required Bilingual – English/Spanish required JOB KNOWLEDGE/EXPERIENCE­ : Minimum of 2 years as a receptionist in a medical office is preferred Previous experience in a high traffic medical office setting is preferred Previous experience with EMR, preferred Critical thinking skills and the ability to deal with difficult people, required

• Greet patients and visitors; be courteous, polite and helpful to the public, patients and clients at all times.
• Answers and routes all incoming calls to the front desk and handle promptly.
• Respect and maintain privacy and dignity of patients; assure confidentiality at all times.
• Provides excellent customer service
• Route faxes that come into the fax server to the appropriate account in the EMR
• Schedule, reschedule, confirm, or cancel patient appointments as needed
• Request medical records from referring MD’s as needed
• Call patients who were “no shows” or who cancelled their appointments to reschedule
• Use missed appointment process to alert patients who were not able to make their appointments to schedule missed appointments.
• Provide efficient and professional telephone services; transfer calls, page staff and take messages according to established protocols.
• Validates demographic and insurance information on returning patients
• Registers new patients into the computer system gathering all demographic, photo ID, and copies insurance card information
• Other copying, filing, scanning and faxing duties
• Determine the financial status of patients and their eligibility for services; assist patients in accurately completing appropriate forms, and refer to Billing Department or Financial Counselor as necessary
• Collect co pay amounts from patients upon check in, whether in check, cash or credit card authorizations according to protocols;
• Prepare and balance daily cash drawer and submit all forms and payments to the Billing Department
• Prepare deposit for review and deposit in the bank by the manager
• Posting of payments and charges as needed into the computer system Flexibility to work different work schedules and locations as needed by the practice
• Insurance verification/authorization for patient visits as needed
• Sort incoming mail as needed
• Prepare and maintain monthly reports as needed for manager
• Secure the building at the close of each working day; turn off or unplug appliances and machines according to protocols and lock all entrances
• Assure the readiness of the reception area for each working day; open the building at the designated time and have all front desk activities fully operational at the start of business hours
• Turn phones over to and from the night call service
• Training of new employees as needed
• Other duties as assigned LINES OF RESPONSIBILITY : (Chain-of-command) 1. Clinic Manager → 2. Director of DHR Health Clinics → 3. Chief Ambulatory Officer Other information: CUSTOMER SERVICE: Provide excellent customer service to all DHR customers. All employees are required to attend the DHR C.A.R.E.S program which outlines the Customer Service Principals including: Commitment, Accountability, Respect, Excellence and Service. AGE SPECIFIC : Employees must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served in his/her assigned unit. The individual must demonstrate knowledge of principles of growth and development over the life span and possess the ability to assess data reflective of the patient’s status and interpret the appropriate information needed to identify each patient’s requirement relative to his or her age. AMERICANS WITH DISABILITIES ACT: (ADA) : A.

Indicated by bold print within performance standards, preceding individual numbered criteria. The following table provides physical requirements that will be associated with, but not limited to, this position: Light/moderate lifting up to 20 lbs, from the floor to shoulder height. Yes Kneeling Yes Must be able to assist other employees with lifting more than 20 lbs.

Yes Walking Yes Light/moderate carrying up to 20 lbs. Yes Standing/Squatting Yes Straight pulling Yes Sitting Yes Pulling hand over hand Yes Pushing Yes Repeated bending Yes Stooping/Bending Yes Reaching above shoulder Yes Climbing Stairs Yes Simple grasping Yes Climbing Ladders No Dual simultaneous grasping Yes Depth Perceptions needed Yes Ability to see Yes Identify Colors Yes Operating office equipment Yes Twisting Yes Operating mechanical equipment Yes Crawling No Ability to read and write Yes Ability to Count Yes Ability to hear verbal communication without aid Yes Operating Personal Vehicle Yes Ability to comprehend written/verbal communication Yes Other: Ability to deal with stress Yes OSHA Category III B.

Working Conditions : The individual spends over 95% of his/her time in an air-conditioned environment with varying exposures to noise. There is protection from weather conditions but not necessarily from temperature changes. The position does have low exposure to malodorous, infectious body fluids from patients and some minimal exposure to noxious smells from cleansing agents.

C. Occupational Exposure: This position has minimal to no exposure to blood, body fluids, or tissues and is an OSHA Category III (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids). Person who performs these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid or to be potentially exposed in some other way.

D. Aptitudes : HIGH 1 2 3 4 5 6 LOW Intelligence: General learning ability: The ability to “catch on” or understand instructions and underlying principles. Ability to reason and make judgments. 3 Verbal: Ability to understand meanings of words and ideas associated with them, and to use them effectively.

To comprehend language, to understand relationships between words, and to understand meanings of whole sentences and paragraphs. To present information or ideas clearly. 3 Numerical: Ability to perform arithmetic operations quickly and accurately. 2 Spatial: Ability to comprehend forms in space and understands relationships of plane and solid objects. Frequently described as the ability to “visualize” objects or two or three dimensions, or to think visually of geometric forms. 2 Form Perception: Ability to perceive pertinent details and objects or in pictorial or graphic material to make visual comparisons and discriminations and see slight differences in shapes and shadings of figures and widths and lengths of lines. 3 Clerical Perception: Ability to receive pertinent details and verbal or tabular material.

To observe differences in copy, to proofread words and numbers, and to avoid perceptual errors in arithmetic computation. 2 Motor Coordination: Ability to coordinate eyes and hands to fingers rapidly and accurately in making precise movements with speed. Ability to make a movement response accurately and quickly. 3 Finger Dexterity: Ability to move hands easily and skillfully. To work with fingers in placing and turning motions. 3 Manual Dexterity: Ability to move hands easily and skillfully.

To work with hands in placing and turning motions. 3 Eye-Hand-Foot Coordination: Ability to move the hand and foot coordinately with each other in accordance with visual stimuli. 3 Color Discrimination: Ability to perceive and respond to similarities or differences in colors, shapes, or other values of the same or different color. To identify a particular color, or to recognize harmonious or contrasting color combinations, or to match color adequately. 3 I have read and reviewed my job description with my supervisor or designee and I understand the job I am expected to perform.

If applicable ____________ certification will be completed within _________ time frame of hire/transfer date. Employee Signature: ________________________________ Date: ____________________ Transfer/Hire Date Effective: ________________________.