Visiting Nurse Association

RECEPTIONIST II

REPORTS TO: Quality Manager

EMPLOYMENT STATUS: Non-exempt, Hourly

SUPERVISES: No one

SUMMARY OF DUTIES:

Performs receptionist, clerical and support duties that support the efficiency of employees in all departments.

JOB REQUIREMENTS:

High school graduate or equivalent. Minimum of two years office experience. Possess the ability to type 40-50 wpm with minimal error. Ability to use common office equipment, i.e., computer, copier, FAX machine, etc. Excellent telephone/communication skills, ability to handle multiple phone lines simultaneously. Required is a physical examination completed at the time of employment with a physician's statement of the employee's ability to perform the duties of the job. Annual TB testing is required. All offers of employment are conditioned upon the result of a criminal background check conducted by the Iowa Division of Criminal Investigation, as required by lawand a negative finding on the Office of Inspector General’s Excluded Provider List.

KNOWLEDGE AND SKILLS:

The employee will demonstrate the ability to communicate clearly in the English language both orally and in writing. The employee will possess a working knowledge of common office equipment. The employee will demonstrate the organizational skills necessary to manage several projects simultaneously, and the ability to work cooperatively with coworkers and the community at large.

WORK ENVIRONMENT AND EQUIPMENT:

The employee will perform the duties of the job in an office setting during employed hours. The ambient noise level in this environment is generally low to moderate.

PHYSICAL/COGNITIVE DEMANDS:

The duties of the job require the ability to sit for long periods at a desk, fine motor coordination /dexterity necessary for typing etc, and may require the physical demands occasional lifting of greater than 50 lbs, walking, lifting, reaching, stooping, climbing stairs, etc., with or without the use of assistive/adaptive devices.

ESSENTIAL DUTIES:

To be performed satisfactorily with or without reasonable accommodation. The following duties are normal for this position. While this list is intended to be an accurate reflection of the job, it is not to be construed as exclusive or all-inclusive. Other duties may be required and assigned by the employer.

General Reception Duties (Back Up Coverage):

Responsible for opening the reception area at 8 a.m. and securing the reception area at 5 p.m. when providing reception coverage. If providing full day coverage, also responsible for unlocking doors of SHC room.

Answers telephone for VNA, University of Iowa Community Homecare (UICH), and Sycamore Health Center(SHC); routes calls, receives and gives non-technical information which does not require the interpretation of health problems or agency policies.

Acts as office receptionist for VNA. Routes VNA visitors and obtains signatures on confidentiality forms for non-employed personnel working in clinical areas.

4. When covering reception area, assists with processing all materials for out-going mail by 10:30 a.m. daily. Maintains a file of registered mailings. Prints labels for out going and return VNA envelopes as needed.

When covering reception area, sorts and distributes incoming mail.

Reception Duties Specific to SHC (Backup Coverage):

6.Registers individuals in NueMD software and schedules appointments for SHC. Obtains demographic information including full name, sex, birth date, sex, phone number, address. Also obtains insurance information including policy number, group number/plan, and insured party. Enters referral source into NueMD if known.

7.Makes appointment reminder calls one working day prior to appointment. Calls patients who do not show for appointment one hour after appointment and attempts to re-schedule appointment. At the beginning of each month calls patients in Practice Fusion who need follow up appointments that month and have indicated they prefer a telephone reminder.

8.At SHC client appointments scans picture ID and insurance cards. Verifies patient name and spelling per the patient insurance card or ID and verifies all other demographic information. Registers client in SHC Nue MD and Practice Fusion, and adds ethnicity and language information. Enters emergency contact into Practice Fusion software. Re-verifies insurance, home address, and contact phone number of return and established patients.

9. Captures patient co pays or private pays with cash or credit card.

10.For SHC patients with Medicaid insurance, calls to check specific coverage for nurse practitioner and any need for physician referral.

11.Assists patients to fill out release of information forms as needed to obtain or share medical information with other facilities. Faxes completed release form to designated facility.

12.Faxes forms such as referrals, radiology requisitions to designated facilities. Monitors incoming faxes and notifies practitioners when faxes are received.

13.Makes new patient welcome folders and maintains copies of standard patient handouts, screenings for depression, etc.

General Office Support and Performance Improvement Activities

14.Prints materials and assembles VNA Admit packets and/or client Personal Health Records. Maintains adequate inventory of supplies for packets, and provides Intake and Referral with at least 1 week supply at all times.

15.Provides support for Professional Advisory Committee (PAC). Maintains notebook of annual schedule, meeting agendas, handouts, and minutes. Updates VNA policies and procedures in VNA electronic file as indicated from PAC minutes or directed by Quality Manager. Prints and files updated policies and procedures in printed Policy and Procedure Manual.

16.Assists with annual update of printed Policy and Procedure Manual. Compares printed copies and review dates with electronic copies and prints and files updated copies as needed. Updates Chapter table of contents as needed.

17.Assists with VNA performance improvement activities under the direction of the Quality Manager, including data collection from documentation or reports, entering data into excel spreadsheets, and generating charts of selected data. Demonstrates accuracy, timeliness, and efficiency in completing PI projects.

18.Assists with tracking VNA volunteer hours by entering time for Medical Record volunteers and board and advisory meeting volunteers.

19.Sorts, files and copies materials as needed or requested. Types correspondence, forms, reports, and other materials from rough draft or detailed instruction as requested. Assists other support staff with selected job responsibilities as requested and as time allows.

20.Assist Receptionist I with general office support activities as needed. Includes calling for office machine repairs, reporting copier and postage use for each organization the first weekday of every month, scheduling conference room for outside organizations, typing correspondence, receiving payments and preparing receipts for VNA memorial and fundraising donations.

21.In absence of Receptionist I, or as requested, enters data from VNA supply pick sheets into VNA patient software to facilitate accurate tracking and billing.

22.In absence of Receptionist I, or as requested: Updates VNA Board of Directors attendance and Board of Directors form tracking after each Board meeting. Updates and prints calendar for VNA Board of Directors annually.

Community Program Support

23.Schedules Senior Center Foot clinics, Cholesterol Clinics, and other community clinic appointments. Makes reminder phone calls as directed to those scheduled for the clinics.

24.Receives cash and clinic information from community clinics. Stamps date received, ensures receipts are accurate, and forwards to Controller.

25.Provide support to VNA Influenza vaccination clinics: Assist with client data entry into VNA billing software. Assist with entering flu vaccination statistics, flu nurse time worked, and volunteer time as requested.

26. In absence of Receptionist I, or as requested: assists with data entry into VNA billing software for general community clinics. Enters data and information from the Massage Therapy clinics. Enters addition clinic data as requested by Community Coordinator.

Other:

27.Follows agency policies.

28.Performs all other duties as may be required.

Employee Acknowledgement:

My signature on this form shall acknowledge receipt of the job description for my employment with the Visiting Nurse Association.

I have read the job description to familiarize myself with general information and responsibilities. All of my current questions regarding this job description have been answered.

I understand that as part of my job responsibilities I may be assigned duties other than those currently described in my job description, including responding to an emergency event. In an emergency event, I understand my responsibilities may change.

I understand that I must be able to perform all of these job responsibilities with, or without, reasonable accommodations. I also recognize that if I need reasonable accommodations, I must inform the VNA in writing.

My signature below represents that I can perform this job with or without reasonable accommodations and am aware that I will need to participate in VNA's Emergency/Disaster Plan if an emergency event occurs.

I understand and acknowledge that any misrepresentation or false information will be considered grounds for dismissal from the VNA.

Employee Name:Date:

Written: 3/03

Revised: 3/03, 6/04, 9/04, 8/08, 9/09, 8/10, 2/12, 9/12, 2/13, 3/14, 6/14, 7/14, 8/14