Front desk manager/receptionist (san mateo)

Office specializing in hand and wrist surgery seeks front office receptionist/”hands on” manager to join our team.

A pleasant persona, cheery personality with good eye contact, excellent communication/phone skills, reliability, and meticulous attention to detail while multitasking will allow you to complement with our team.

Must speak Spanish as if a primary language.

EPIC EMR experience a great plus.

This is not an "entry level" position into the medical field. Position in San Mateo requires knowledge of industrial medicine and medical insurances. At least 1 year’s experience in a medical office is required (surgery and industrial medicine experience preferred). Alternately strong customer service training and ongoing experience such as Nordstrom’s customer service, or managing front desk at a busy Dental practice, or someone like you with tenacity to learn new skills and adjust to an evolving practice environment like our other employees of 20, 15, 12 and 7 years is ideal.

This is a full-time position (40 hr. per week). Must be able to arrive to work on time with regularity.

Staff wear masks while at office and get COVID tested once every 2 weeks. Most patients, even first-time consultations, will be “seen” by telemedicine: Zoom, FaceTime, etc. In office traffic severely limited to patients needing casting, steroid injections, etc.

Responsibilities include supervising and performing:

First “line of defense” on phones: Answering and appropriately managing these calls

Preparing patients for Telemedicine visits on ZOOM, FaceTime, etc.

Greeting patients and assisting them to exam rooms. Collect co-pays (SQUARE or check, no cash)

Register/discharge patients (copy insurance cards/ID’s, check DFR to make sure all areas complete, bring patient into room and set up as needed, give all paperwork necessary at time of discharge)

Computer entry/scheduling in Nopali, an Apple Computer based software program.

Computer entry in EPIC EMR system

Preparing paper charts in advance for day’s activities: Finding in stacks, attaching charge sheet, filing after visit

Scanning documents and placing in appropriate computer file as we transition from paper to electronic medical records.

Check faxes to the computer and respond as may be needed.

Check voice to email messages and address concerns throughout the day.

Check emails and respond as appropriate.

Process dictation (check off reports received, copy, and match to super bill batches; copy for chart until EPIC EMR transition complete, mailing out authorizations with DFR )

Prepare daily batches for billing company (make sure all are in order, charges circled, reports attached, QME’s signed). Note: billing is outsourced off premises. There are no cash transactions.

Submit/obtain all WC authorizations for patient visits, injections, x-rays, and surgery facility. Follow-up calls and emails to check status

Obtain benefits for private insurance surgeries

Set up all surgery charts/give to staff for scheduling

Inform WC adjusters when surgery scheduled

Copy surgery center patient record, peri-operative nursing care, and ABJ consent (highlight “I hereby assign” sentence) after surgery and attach to yellow chart (underneath billing copies). File one signed op report and put two copies of op report on top of yellow and give to Dr. for billing or similar evolving computer techniques.

Process all items received from Doctor in inbox/attempt to empty each day (distribute items to other staff members as indicated)

Change outgoing message on answering system as necessary

Complete disability forms items missed by patients

Maintain overall office appearance

Administrative work for surgery facility records, credentialing follow up, and quality checks to maintain facility accreditation

Direct interns/college student’s activities to use all staff’s time effectively.

Responsibilities include sole responsibility for:

Obtaining insurance surgery and other authorizations (HMO, PPO and Industrial)

QME/AME preparation.

Surgery scheduling at our in-house surgery center (ABJ Surgery Center, Inc.) as well as at Mills Hospital