Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Billing &Booking Clerk works in a fast paced environment to perform billing, booking and reception duties.  Books in/out patient appointments for various General Practitioners and Specialists.  Assembles pertinent patient information into appropriate format.  Performs direct billing functions by maintaining manual and computerized billing programs in accordance with dental insurance carriers’ policies, and collecting, processing, balancing and depositing payments from insurance carriers and patients. Performs reception duties such as answering general telephone enquiries related to patient appointments and receiving patients, many of whom are medically and/or physically compromised, and visitors. Arranges patient transportation when needed.

Duties/Accountabilities:

1.    Schedules and books patient/client appointments in accordance with established priority level and various medical and health professional staff schedules by methods such as receiving requests/requisition, responding to patient/client arrivals, checking schedules for appropriate times, identifying pre-test instructions, contacting patient/clients,  physician offices to confirm appointments and relay instructions; follows up with referring physician for requisitions not yet received; adjusts schedules and makes alternate arrangements for appointment cancellations or changes in facility operation
2.    Prepares for patient visits by methods such as obtaining applicable documentation, checking that information is complete, pulling charts, calling doctor's offices and/or patient/clients to track down pertinent information, entering demographics, into the clinic's computerized patient/client registration system, completing applicable test requisitions according to information provided, transmitting test results and/or medical information via facsimile to various areas in accordance with established procedures; prepares appointment day sheets for clinic personnel in accordance with established procedures
3.    Admits patients for clinic appointments using the Hospital registration system by obtaining patient information and completing admission documentation
4.    Completes month-end procedures and year-end report and provides Manager, clinicians and Finance with required reports. Verifies patient account statements and mails out monthly. Liaises with Finance to resolve discrepancies as required.   Provides Finance with a quarterly account write-off patient list.
5.    Assembles pertinent patient information such as patient charts, x-rays and laboratory reports prior to appointments and ensures follow-up schedule form and applicable billing information is received and entered into computer. Requests, collects and returns charts to Health Records.
6.    Receives previous/new patients by either reviewing information in patient files to verify all data is current such as name of employer and insurance carrier or registering patient by verifying information given such as name, age, nature of care required and insurance carrier in order to input information into computer.  Verifies/confirms Ministry coverage for all Ministry patients.
7.    Establishes and maintains patient accounts by entering applicable billing information into billing program, completing MSP billing cards and computer generated claim form by obtaining patient and Dentist/Specialist signature for submission to insurance carrier, requesting payment from patients for fees not covered under plan. Balances deposit slips daily against monies received and delivers balance sheet/money to Cashier for deposit. Provides professional staff with balance sheet/money and obtains a signature as proof of receipt.  Payments processed by accepted methods of payment.
8.    Liaises with outside insurers and/or patient family/Public Trustee/guardian to confirm planned treatment is approved according to individual circumstances. Enters approval/non-approval information into appropriate electronic system.
9.    Interviews patients, family or others to determine the method of payment, paying agency, payment plan, and insurance carrier details. Liaises with departments to determine additional sources of funding and advises clients of funding sources.

10.    Invoices patients, dental/medical service plans, insurance companies and other organizations for the provision of dental services such as examinations, diagnostic services and treatments.
11.    Processes incoming and outgoing mail by performing duties such as opening and date stamping material, forwarding to appropriate personnel and preparing outgoing mail for pick-up. Photocopies, faxes, and distributes material such as reports by receiving items for duplication and operating photocopying or facsimile machine as required.
12.    Requests payment authorization information from third party payer for procedures such as crowns, dentures and splints, prior to patient treatment and billing.  Inputs information into patient account as required.  
13.    Ensures accuracy of accounts billed by comparing insurance carrier statement against patient accounts, examining billing card for errors, investigating discrepancies such as amount paid by carrier unequal to amount billed by clinic and contacting carrier for clarification on any discrepancies; adjust accounts as required.   
14.    Follows up on delinquent patient accounts by initiating and responding to correspondences and telephone contacts with patients and/or third party insurers to investigate and rectify when possible. Informs Manager of uncollectible accounts and submits write-offs to Finance for processing when required.  
15.    Performs receptionist duties such as answering telephone enquiries related to patient appointments and general enquiries, screening and transferring calls to other clinics or staff and taking messages as required.  Monitors voice mail for the reception area by checking messages regularly throughout the day and addresses or directs calls it to appropriate individual. Arranges transportation and or translators for in/outpatient as required, i.e. ambulances, Handidart, taxi cabs.
16.     As required, ensures operating room forms are completed and submitted to the operating room for booking purposes by reviewing chart dates and labels, ensuring insurance coverage/financial details are updated
17.    Maintains departmental filing system by establishing patient files, making labels, filing documents such as data entry forms and loose reports and indexing as appropriate
18.    Processes various types of mail by performing duties such as receiving envelopes and parcels, sorting according to delivery requirements and distributing mail to appropriate areas.  
19.    Submits write-offs to Manager for processing as required.  
20.    Types and distributes appointment lists, appointment letters and clinic schedules.

21.    Maintains inventory of office supplies for the department and completes stores requisitions.

22.    Performs other related duties as required.

Qualifications:

Education, Training and Experience

•    Grade 12, completion of a dental receptionist course plus one (1) year recent related experience or an equivalent combination of education, training and experience.

Skills & Abilities:

?    Ability to keyboard at 45 w.p.m.
?    Ability to communicate both verbally and in writing.
?    Ability to deal with others effectively.
?    Ability to organize work.
?    Ability to operate related equipment.
?    Physical ability to carry out the duties of the position.