| Department: Front Desk; Front Desk / Call Center | Job Status: Full-Time |
| FLSA Status: Non-Exempt | Reports To: Department Team Leader |
| Grade/Level: | Amount of Travel Required: As needed to various locations |
| Work Schedule: To be determined by the | Positions Supervised: None |
| needs of the practice. Will include some early evening hours and may include Saturdays. |
POSITION SUMMARY
The Medical Secretary position is a customer service based position comprised of duties at check-in, check-out and telephones including the Call Center based in the Waterbury office. Supports the Mission, Vision, Values and Mantra of The Eye Care Group.
ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Functions Statement(s)
- Greets and assists patients, visitors and other parties. Verifies and updates patient information as needed. Hears and resolves complaints from patients, visitors and other interested parties.
- Schedules appointments, and maintains appointment calendars. Monitors doctor’s patient schedule to insure good patient flow.
- Answers and responds to incoming calls, triage and distributes calls as needed.
- Receives payment and records receipts for services. Posts and balances daily batch. Makes bank deposits on a daily basis.
- Observes patient and telephone flow; offering or requesting assistance as needed.
- Facilitates communication to the MD through the use of in-box, voicemail, and e-mails as appropriate. Maintains records of communications from patients, family members or caretakers of patients, referring and consulting MDs and vendors.
- Performs administrative support tasks such as Brevium, Navicare, maintain PCIs and referrals, prep laser paperwork and other as needed.
- Complies with all practice procedures and protocols, and complies with all state and federal regulations. Understands and accepts responsibility to report potential or suspected errors to the Supervisor or Compliance Officer.
- Maintains positive attitude consisting of cooperation, self-motivation, courtesy, and professionalism.
- Assists in training of other Front Desk/ Call Center staff.
POSITION QUALIFICATIONS
Competency Statement(s)
- Accountability – Ability to accept responsibility and account for his/her actions or work performed. Willing to accept constructive criticism.
- Accuracy – Ability to perform work accurately and thoroughly with attention to all details of a project or task.
- Adaptability – Ability to adapt to and facilitate change in the workplace.
- Communication – Ability to communicate effectively with others using good listening skills and the spoken word. Ability to write clearly and concisely using good grammar and spelling.
- Empathetic – Ability to appreciate and be sensitive to the feelings of patients and co-workers. Exhibits a cheerful demeanor with the ability to display good-natured tolerance of delay or adversity.
- Essential Job Functions – Ability to perform the Essential Job Functions of this position.
- Initiative – Ability to make decisions or take actions to solve a problem or reach a goal. Desire to excel, attempting non-routine tasks.
- Judgment – The ability to formulate a sound decision using the available information.
- Organized – Possessing the trait of being organized or following a systematic method of performing a task with the ability to multi-task.
- Reliability – Can be relied upon to demonstrate reliability in attendance and punctuality.
- Team Player – The ability to work with others and independently toward a common goal. Puts aside own individual needs to work toward the larger group objective and reinforces the contribution of others.
SKILLS & ABILITIES
Education: High School Graduate or General Education Degree (GED)
Experience: No prior experience necessary
Computer Skills
Able to navigate between screens: able to accurately enter data.
Certificates & Licenses
None
Other Requirements
Excellent telephone skills.
PHYSICAL DEMANDS
| Physical Demands | Lift/Carry | ||||||||||||||||||||||||||||||
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| N (Not Applicable) | Activity is not applicable to this occupation. |
| O (Occasionally) | Occupation requires this activity up to 33% of the time (0 – 2.5+ hrs/day) |
| F (Frequently) | Occupation requires this activity from 33% – 66% of the time (2.5 – 5.5+ hrs/day) |
| C (Constantly) | Occupation requires this activity more than 66% of the time (5.5+ hrs/day) |
Other Physical Requirements
Vision (Near, Distance, Color)
Sense of Sound (Normal range of hearing needed)
WORK ENVIRONMENT
An office environment with controlled atmosphere. Possible exposure to staff or patients with communicable diseases.
The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.