PRN Front Office I

Holston Medical Group seeks a motivated, reliable, and friendly Front Office I to act as the first point of contact for patients, vendors, and callers, ensuring a positive experience and supporting a collaborative team environment. This role involves opening and closing the office, managing patient check‑in and check‑out, processing payments, scheduling appointments, and performing various administrative duties.

Opening Responsibilities

• Open safe, remove and distribute prescription pads, drug cabinet keys and embossers to nurses
• Count money in opening drawer and log amount
• Take phones off evening setting and follow up on overnight messages
• Unlock doors for the business day

Check‑In Responsibilities

• Greet patients, vendors, and callers with a warm welcome
• Enter patient demographics and insurance information
• Ensure patient insurance information is up‑to‑date and obtain current copy as needed
• Verify demographic information with patient
• Update all front office forms if out‑of‑date (e.g., history form, demographics, HIPAA, financial policy, no‑show, communication forms)
• Provide HIPAA information to patient
• Provide history form if out‑of‑date
• Provide new registration packet (history, advance directive, medical record number) to all new patients and enter it into the EMR
• Verify insurance eligibility
• Collect co‑pay, generate receipt and post collected payment to the patient’s account (performed at check‑in and/or check‑out)
• Generate router for patient
• Enroll patients in Follow My Health
• Supply patient with Internet password if requested

Check‑Out Responsibilities

• Collect co‑pay, generate receipt and post collected payment to the patient’s account (performed at check‑in and/or check‑out)
• Address any outstanding balance with patient, collect payment or make payment arrangements on past‑due balances, generate receipt and post collected payment
• Schedule follow‑up appointments
• Verify all narcotic logs and ensure patient picking up prescription has a valid driver’s license

General Office Responsibilities

• Answer incoming phone calls
• Create detail‑specific tasks from patients for nurses and providers with preferred contact information
• Answer general billing questions
• Pick up documents to shred from within the office
• Pick up documents to send to Scan from within the office, ensuring proper labeling with medical record number
• Distribute items from the fax machine (date‑stamp)
• Key charges as necessary
• Open and distribute mail
• Ensure all medical records releases are completed and a valid Photo ID is obtained
• Cross‑train in all areas of the front office when possible
• May have to fill in at other HMG offices upon request based on business need on an occasional basis

Closing Responsibilities

• Close out bank deposit following HMG procedures
• Close out credit card machines for the day
• Make sure all calls are cleared from queue before logging out of the phone queue
• Forward phones to evening setting
• Close and lock all doors

Education, Experience and Knowledge

• High School diploma or equivalent required
• 1–2 years’ experience in a medical office or customer service position preferred
• Proven success asking for payment, making change, and balancing a cash drawer
• Working knowledge of managed care and overall understanding of HMO’s and PPO’s preferred
• Excellent customer service skills required

Physical and Mental Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essentials: Communication with others; ability to receive detailed oral communication, fine distinctions in sounds, maintain accuracy and neatness; remain in a stationary position at least 75% of the time; extend hands and arms in any direction; constantly operate a computer and other office machinery; perform a variety of duties with frequent interruptions; adjust priorities quickly; establish and maintain cooperative working relationships.

Marginal: Move inside or outside the office to access file cabinets; sedentary work that includes moving objects up to 10 pounds; observe area up/down or left/right; identify and distinguish colours; light work moving objects up to 20 pounds occasionally.

Disclaimer The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not exhaustive lists of responsibilities, duties, or skills required. Management reserves the right to revise the job or require the assignment of other tasks as needed. All job requirements are subject to revision to reflect changes in the position or to accommodate individuals with disabilities.