Job Description

Job Description

Vitruvia Holdings is currently seeking a new Clinic Secretary/Front Desk staff member as it expands its clinical operations. The ideal candidate is expected to be able to meet the below Standard Operating Procedures to provide efficient, organized, and professional service to patients, healthcare providers, and other staff members. This will ensure the overall smooth operation of the medical office, patient satisfaction, and compliance with healthcare regulations.

Responsibilities:

Patient Reception & Communication

• Greet patients and visitors professionally, respectfully, and compassionately.
• Confirm patient identity and ensure patient information is updated in the system.
• Answer incoming calls promptly and professionally, directing calls to the appropriate staff member or department.
• Handle patient inquiries, appointment scheduling, and general information requests

Appointment Scheduling & Coordination

• Schedule patient appointments based on physician availability, ensuring that all required information is included
• Verify that the patient clinical intake form has been completed prior to consultation and that procedure consent form is signed prior to treatment
• Follow up with patients regarding missed or re-scheduled appointments

Medical Records/EHR Management

• Ensure patient records are accurately maintained, up-to-date, and stored securely.
• File all paper records, test results, radiology studies and patient correspondence according to office policy.
• Request and retrieve patient records upon request by physicians or authorized staff members.
• Ensure confidentiality of all patient information in accordance with HIPAA guidelines.

Managing Correspondence

• Manage all incoming and outgoing mail, faxes, and email communications.
• Ensure that any correspondence related to patient care is directed to the appropriate personnel in a timely manner.
• Coordinate referrals to specialists or other healthcare providers as necessary.

Office Supplies & Equipment Management

• Monitor and maintain office supplies, ensuring that all essential items are in stock and reordered as needed.
• Ensure the front desk is clean, organized, and welcoming at all times.
• Troubleshoot and coordinate repairs for office equipment (laptop, iPad, printers, phones) in collaboration with IT or facilities support.

Patient Invoicing

• Create and send invoices for patient consultations and treatments
• Ensure that payment in full is received before the start of treatment

Emergency Procedures & Safety

• Understand emergency procedures, including fire drills, medical emergencies, and evacuation plans.
• Follow protocol for handling emergency calls or situations, directing them to the appropriate healthcare personnel.

Compliance with Regulations

• Adhere to all federal, state, and local healthcare regulations, including HIPAA compliance and patient privacy laws.
• Participate in regular mandatory training and updates regarding regulatory changes, office policies, and new technologies.

Qualifications:

Education:  High school diploma or equivalent; additional education in healthcare administration is a plus.

Experience:  Previous experience as a receptionist or in a customer service role, preferably within a medical practice or healthcare setting.

Skills:

• Strong verbal and written communication skills.
• Proficiency in MS Office & GSuite
• Proficiency and experience with electronic medical record (EMR) systems, such as IntakeQ & customer relationship manager (CRM) systems, such as HubSpot is a plus
• Ability to multitask and handle a fast-paced environment with a positive attitude.
• Excellent organizational skills and attention to detail.

Personal Qualities:  Friendly, empathetic, patient-focused, proactive, and reliable.

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