Job DescriptionJob Description
Job Summary:
The receptionist plays a key role in coordinating participant appointments and providing administrative support for the PACE program. Responsibilities include scheduling internal and external appointments, ensuring timely submission of medical records, notifying participants of appointments or any changes, and coordinating with the transportation team. This role also handles front desk duties, such as greeting visitors, managing phone calls, checking participants in and out, and maintaining accurate demographic records. Additional tasks include preparing and maintaining participant charts, processing medical information, compiling assessment summaries, and supporting general office functions such as filing, faxing, and report preparation.
Qualifications and Requirements:
Education:
- High school diploma or equivalent required.
Experience:
- Prior experience in healthcare and medical records is preferred.
Duties and Responsibilities:
Receptionist:
- Directs incoming calls, greets visitors, and routes calls to appropriate departments.
- Answers telephones by the third ring in a friendly, professional manner.
- Opens and routes incoming mail; processes outgoing mail.
- Uses a paging system per K-day PACE procedures
- Updates and maintains the telephone directory.
- Coordinates telephone repair service and maintains related logs.
- Assists with front office operations, including patient check-in and check-out.
- Provides accurate information about agency services to participants, families, and the public.
- Uses customer service principles to interact professionally with participants, physicians, and staff.
- Responds to emergency calls per K-day PACE procedures.
- Maintains organizational support lists.
- Performs general clerical duties, including filing, faxing, and copying.
- Possesses effective oral and written communication skills.
- Demonstrates organization, flexibility, dependability, and resourcefulness.
- Works collaboratively with staff, providers, government officials, and external agencies.
Scheduler:
- Ensures necessary equipment and supplies are available for scheduled appointments.
- Schedules new and established participants for clinic and assessment appointments.
- Monitors and manages all assessment and continuous care appointments.
- Sends appointment reminders and follows up on missed or rescheduled visits.
- Identifies and resolves scheduling challenges, collaborating with management and participants.
- Manages multi-level scheduling needs to optimize participant engagement.
- Develops and updates Plan of Care (POC) and reassessment schedules; communicates with the IDT.
- Assists with chart preparation and scheduling of future appointments as ordered.
Medical Records:
- Prepares charts for new participants and manages active/closed records.
- Purges, organizes, and maintains participant records.
- Scans documents (excluding clinic faxes such as labs, consults, discharge notes).
- Requests and sends medical records during intake or per IDT request.
- Maintains confidentiality and releases information according to HIPAA guidelines.
- Keeps demographic records and face sheets accurate and up to date.
- Ensures attendance sheets are completed for all IDT and POC meetings.
- Compiles reports from multiple data sources.
- Creates correspondence, forms, schedules, and meeting minutes using word processing tools.
- Assists the Quality Manager with grievance forms, appeals, and CMS audit data entry.
- Practices universal precautions and ensures participant confidentiality.
- Understands participant rights and confidentiality protections.
