Front Desk Specialist II

Summary

The Department of Family and Community Medicine at Baylor College of Medicine is seeking a caring, compassionate and reliable front desk specialist to support the clinic in providing efficient administrative assistance. You will be the 'face' of the company for all visitors and will be responsible for the first impression we make. The goal is to make guests and visitors feel comfortable and valued while on our premises. This person will assist with checking-in and checking-out patients for several providers. Main responsibilities include all receptionist and clerical duties at the desk of our main entrance. Shifts will include 9:30am-6:30pm, 8:00am-5:00pm, 7:00am-4:00pm may vary depending on clinic needs. Must be willing to work morning and evening hours.

Energetic Front desk candidate who can provide efficient, organized and friendly secretarial support. Skilled at managing inventory and supplies, handling phone duties and clinic correspondence, and appointment scheduling. The ideal candidate will have a friendly and easy going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. Having a customer-oriented approach is essential.

Job Duties

• Oversees sorting and distribution of incoming mail and prepare outgoing mail.
• Follows all the procedures of the organization with respect to check in and check out procedures, understanding the concerns of the patients and help provide a resolution.
• Utilizes computer equipment and programs to add new patient information, prints out relevant forms for processing and schedule appointments. Ensures patient contact and emergency contact information is accurately documented in the system.
• Handles the incoming calls and to provide accurate details on appointment times and clinic services.
• Maintains strict confidentiality and adhere to all HIPAA guidelines and regulations by maintaining highest level of confidentially with the accessible information.
• Maintains work area and patient waiting area in a neat and orderly manner.
• Obtains or verifies and enters complete and accurate patient demographic data and insurance information in EPIC.
• Collects co-pay, deductible, coinsurance or account balances from the patient, prints the patient a receipt and posts payment in EPIC software.
• Reconciles daily end of day credit card payments.
• Handles conflict resolution with guests who are displeased with services.
• Develosp familiarity with office machines (e.g. fax, printer etc.).
• Orders catering for meetings and events if needed.
• Utilizes knowledge of office management and basic bookkeeping.

Additional Tasks and Responsibilities
• Performs inventory of office supplies on a monthly basis and coordinate ordering in SAP purchasing system.
• Monitors POs, good receipts, and reconciles PCard expense reports in Concur.
• Assists Senior Practice Managers with projects as needed.
• Facilitates equipment service calls and work orders for repairs to facilities.
• Processes check requests, reimbursements, and travel.
• Serves as a back-up on calendar scheduling and room reservations.
• Handles postal incoming mail and serves as a back-up for heavy fax distribution for 3 clinic locations.
• Takes accurate meeting minutes.

Minimum Qualifications

• High school diploma or GED.
• Three years of relevant experience.

Preferred Qualifications

• Proficient in English (verbal and written)
• Proficient with Microsoft Office suite, specifically Excel and Word
• Strong interpersonal and organizational skills
• Able to handle various duties at once under a fast paced environment
• Strong problem solving skills

Skills
• Bilingual (Spanish)

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

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