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Senior Receptionist / Patient Scheduler

Rowan Medicine, an affiliate of Virtua Medical Group

Department: CARES

Reports To: Practice Supervisor

PCLASS: WT312

Summary:

Under general supervision, performs receptionist and telephone answering duties, schedules clinical appointments, and manages patient registration. Ensures accurate record-keeping and provides general office support. Facilitates patient visits with a strong focus on customer service, delivering patient- and family-centered care by prioritizing their needs in every interaction.

ESSENTIAL DUTIES AND RESPONSIBLITIES include the following:

+ Patient Interaction & Scheduling: Greets patients and visitors promptly and courteously, ensuring a welcoming environment. Manages appointment scheduling, confirmations, and cancellations according to department protocols.

+ Patient Registration & Documentation: Accurately registers patients, verifying and updating personal and insurance information in the electronic health record (EHR) system. Assists with managing Epic work queues as directed.

+ Communication & Coordination: Answers phone calls professionally, takes detailed messages, and directs inquiries to the appropriate party. Communicates with hospitals, physician offices, and other healthcare providers regarding patient-related information while maintaining confidentiality.

+ Record Management: Ensures timely scanning, retrieval, and organization of medical records, lab slips, and imaging reports to support clinical operations.

+ Customer Service: Provides accurate information, including directions, pre-visit instructions, and insurance requirements, while maintaining a patient-centered approach.

+ Administrative Support: Reviews and resolves errors in EPIC work queues before appointments. Processes daily deposits and performs other assigned administrative tasks to support office operations.

+ Compliance & Professionalism: Maintains adherence to HIPAA and confidentiality regulations while fostering positive patient interactions and professional relationships.

+ Other duties

+ Always treat others with compassion, dignity, and respect.

+ Maintains a customer-focused approach to all responsibilities.

+ Attends all mandatory in-service and training as directed.

+ Maintains competence in all applicable office computer systems.

+ Supports and adheres to the University policies regarding HIPAA and confidentiality.

+ Assists with the orientation and training of new employees as requested.

+ Performs other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

+ High school diploma or equivalent.

+ Minimum of one (1) year of clerical experience in a medical office or clinical setting, including receptionist and scheduling duties.

+ Knowledge of medical terminology, coding and procedures.

+ Proficiency in using electronic health records (EHR) systems.

+ Excellent communication and interpersonal skills.

+ Ability to multitask and work efficiently in a fast-paced environment.

+ Compassionate and patient-focused attitude.

+ Team player with a positive and cooperative attitude.

Physical Requirements:

+ Sitting for Extended Periods: Ability to remain seated for long durations while working on a computer or answering phones.

+ Visual & Auditory Requirements: Must have the ability to read computer screens, documents, and forms, as well as hear and communicate clearly over the phone and in person.

Working Conditions:

+ Work is performed in a clinical environment.

+ May require evening, weekend, or holiday shifts depending on the clinic's hours of operation.

+ May require occasional travel to another office within the department due to operational needs. Travel time will be compensated, and mileage reimbursed per company policy.

Salary/Benefits:

+ The starting rate is $20.70 per hour (Probationary Rate). After completion of a six-month probationary period, the employee's pay will increase to the Job Rate of $21.33. Depending on experience, the candidate may be hired at the "Job Rate" to start.

+ For eligible employees, benefits include: comprehensive NJ State health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).”

+ For more detailed information, please visit: https://sites.rowan.edu/hr/benefits/

NOTES:

+ Only completed, online applications submitted on or before the deadline will be considered.

+ Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.