1. Can you confirm their job title, dates of employment ... Web viewEmployment is provided “at will,” and the practice reserves the right to discharge an employee at any time for

Checking ReferencesMost people believe that the ONLY thing you can reveal when someone calls to check a reference is: “Did this person work for you and for how long?”

However, there are other ways to find out information when checking a reference, depending on “how” you ask the question.

The secret to finding out more about a perspective employee, is in the question:

1. Can you confirm their job title, dates of employment and work duties?

2. What is your relationship to this person?

3. Can you describe their work performance?

4. Was this person accountable in performing tasks?

5. What are their strengths and weaknesses?

6. What was it like to work with this person?

7. Why did they leave a position?

8. Company policies aside, would you rehire this person?

9. Is there anything else I should know before I hire them?

10. Before we hang up, can you tell me if this person is a “team player?”

Also, don’t forget to check the Medicare Exclusion Database

https://exclusions.oig.hhs.gov/

Interview Questions:1. What appeals to you about working in chiropractic care?

2. Which of your last jobs did you enjoy the most? Why?

3. How do you like to relax?

4. How do you handle stress?

5. What has been your greatest highlight in your career so far?

6. Do you have experience in problem solving?

7. Have you ever been around someone who is in chronic pain?

8. Have you ever handled money in your previous jobs?

9. Would you consider yourself a “multi-tasker”?

10. Would traveling out of town occasionally for a seminar be a hardship for your family?

11. What do you do when you are upset with someone?

12. How would your best friend describe you?

The “Flip-side” of the page:

1. Was the applicant on time?2. Did they dress appropriately?3. Could you smell smoke, too much perfume, bad breath or B.O.?4. How was their eye contact?5. Did they have any experience or knowledge about chiropractic?6. Communication skills: speech, voice, and diction?7. Attitude and alertness?8. Mannerisms, poise and handshake?9. What was your first impression of the applicant?10. What questions did the applicant ask?

Federal Recordkeeping RequirementsStatute Records to Retain Period of Retention

Title VII of the 1964 Civil Rights Act

Any personnel or employment record made or kept by employer, including application forms and records concerning hiring, promotion, demotion, transfer, layoff or termination, rates of pay or other terms of compensation and selection for training or apprenticeship.

Six months from the date record made or personnel action taken – whichever is later (two year period is suggested.)

Fair Labor Standards Act

Basic records containing employee information, payrolls, individual contracts or collective bargaining agreements, applicable certificates and notices of Wage-Hour administrator, sales and purchase records.

Three years.

Age Discrimination in Employment Act

Payroll or other records containing each employee’s name, address, date of birth, occupation, rate of pay and compensation earned each week.

Three years.

Employment Records

Personnel or employment records relating to job applications, resumes, or other replies to job advertisements, including application for temporary positions and records pertaining to failure or refusal to hire; promotion, demotion, transfer, selection for training, layoff, recall or discharge; job orders submitted to employment agency or union; test papers in connection with employer-administered aptitude or other employment test; physical examination results considered in connection with personnel action. Job advertisements or notices to the public or employees regarding openings, promotions, training programs, or opportunities for overtime work.

One year from date of personnel action to which record relates. Application forms and other pre-employment records of applicants for temporary jobs are held for 90 days.

Benefit Plan Employee benefit plans, written seniority or merit-rating systems.

Full period that plan or system is in effect, plus one year after termination.

Personnel Personnel records, including the Until final disposition of

Statute Records to Retain Period of Retention

above, relevant to an enforcement action commenced against the employer.

the action.

Employee Retirement Income Security Act

Records providing the basis for all required plan descriptions or reports or those necessary to certify any information contained therein, including vouchers, worksheets, receipts, and applicable resolutions.

Not less than six years after filing date of documents based on information they contain.

Employee Retirement Income Security Act

Records pertaining to each employee-participant in the plan for determinations of benefits that are due or may become due.

As long as relevant.

Immigration Reform and Control Act

INS Form I-9, Employment Eligibility Verification Form.

Three years after date of hiring or one year after date of employee’s termination, whichever is later.

Medical Records and Related Documents

No federal requirements. Most state laws have a statute of limitations of 2 years for civil suits. However, in most cases the limitations have been waived. Medicare requires records and progress notes to be kept for a minimum of 5 years. It is suggested that records be retained on all patients in a retrieval storage system until the death of the physician.

Death of the provider.

Davis-Bacon Act Payroll records listing name, address, and correct classification of each employee, rate of pay, daily and weekly, number of hours worked, deductions made, and actual wages paid.

Three years from date of completion of contract.

SAMPLE OFFICE POLICY FOR EMPLOYEESEvery employee is hired with a certain amount of "reasonable" expectations.

Employers expect loyalty, dedication and trustworthiness. Employees expect fairness and respect. Mutual benefits are enjoyed when both parties exceed their expectations. Writing a policy for employees can be difficult; while it specifies particular issues, it may also imply general behavior without completely detailing every point.

CLINIC GOALS:It is important that all employees realize the clinic goals.

Example: "Top quality patient care. Rewarding work atmosphere for the doctor

and staff. Long-term employment opportunity.

Examples: "Our goal is to see 30 new patients a month and serve 300 patients

per week." "Our goal is to stay at 78% collections for services rendered."

GENERAL INFORMATION:

APPEARANCEProfessional appearance required. A professional appearance in this office is defined as:

DRESS CODEExamples: "Office uniform: blue slacks and office polo shirt OR,

colored scrubs are required; the office manager will set the color schedule. Short skirts or dresses are not acceptable. Back office C.A.s shall wear slacks only. All employees are required to wear a white lab coat.

Only white lab jackets or sweaters may be worn over your uniform during colder

months. All uniforms must be pressed. Uniforms shall not be ill-fitting."

MAKE-UP/HAIR/JEWELRYExample: "Make-up and hair should be worn conservatively. No

bright nail polish or glitter. No heavy perfumes. Jewelry should be kept to a minimum. No excessive ornamental or dangling necklaces or earrings."

NAME TAGSExample: "Name tags must be worn daily. Name tags will be

furnished and shall be uniform with all employees. First name only, with position/title."

ATTITUDEEmployees are expected to work in a spirit of cooperation with each other. Leave your home problems at home! Do not discuss personal issues with other staff members or the patients.

Examples: 1. WITH DOCTOR - the doctor shall always be addressed as "doctor." 2. WITH CO-WORKERS - assist when needed, but do not let

your duties and responsibilities suffer. 3. WITH PATIENTS - Respectful, courteous, give service. No dating.

BOOSTERThis position requires that you maintain a respectful public image which includes your conduct off the job. Your reputation within the community reflects on the office.

BUSINESS CARDSExamples: "Business cards are available after the probationary period

of your employment (90 days)." "Cards are furnished for executive positions only, other employees may have cards made--using the standard form-- at their own expense."

CELL PHONES, TEXTING, EMAILS and the INTERNET While you are on the job, (excluding lunch-time and scheduled breaks) the use of personal phones for personal calls, texting, and/or the use of your phone to check your emails or surf the internet is prohibited. Also the use of the office computer to check personal emails and/or surf the internet is prohibited during work time.

DRINKING OR DRUGS ON THE JOBThe use of alcohol or drugs during working hours is strictly prohibited. Employees reporting to work still under the influence, or "hung-over" will be promptly released without pay for the day and may be subjected to further disciplinary action.

EATING/DRINKING/CHEWING GUMExample: "In order to maintain a professional and healthcare image,

we ask that you do not eat junk food at your desk, or have soda cans sitting out. Liquids may be permitted as long as they are in a lid-cup and kept out of sight. Chewing gum at anytime is prohibited. Small breath mints are acceptable, large mints and jaw-breakers are not."

EXTENDED SICK LEAVE OR PREGNANCY LEAVEPolicy benefits and availability, with or without pay.

ILLNESS AND ABSENCESWhen, where and who to call: office manager, doctor, message service.

1. BEREAVEMENT ARRANGEMENTS

PERSONAL PHONE CALLSWhen can an employee make and receive phone calls. What arrangements should be made concerning children.

PUNCTUALITYWhat is considered late, tardiness. What are the penalties of chronic abusers of the policy? When are they written up, when is their pay docked.

1. STAFF HOURS

SMOKINGExamples: "Smoking is not allowed during work hours. If you smoke

on the way to work or during lunch, appropriate care must be taken to breath and clothes to ensure cleanliness." "Smoking is not allowed on

the premises." "Smoking outside of the front door is prohibited."

VACATION TIMEWhen does it start to accumulate, when is one allowed--and not allowed--to take a vacation.

Examples: "No two employees may take a vacation at the same time." "Employees are asked to take no more than one week of vacation at one time." "Vacation time must be approved _____ weeks in advance." "No two employees can take vacations back to back." "Vacations around scheduled holidays are discouraged."

BENEFITS:Chiropractic care is the most essential, and beneficial, bonus to working at a chiropractic office.

CHIROPRACTIC CAREWhat is expected and required to obtaining and maintaining a chiropractic treatment program. When, and how often, can staff get adjusted. What restrictions are there to personal use of the physical modality equipment? 1. PERSONAL CARE 2. IMMEDIATE FAMILY CARE

PAID HOLIDAYSDo all employees get paid for holiday closings? Which days are considered paid holidays.

1. EXTENUATING CIRCUMSTANCES FOR COVERAGE

HEALTH INSURANCEAre benefits available, after how long employed, what portion does the employee pay of the premium, and can dependents obtain coverage?

LIFE INSURANCEAvailable after _____ years.

RETIREMENT FUNDAvailable after _____ years.

PROFIT SHARINGAvailable after _____ years.

OTHERExamples: "Monetary bonuses are given for achieving pre-set goals." "Daily, weekly, monthly goals are set for new patients, patient visits, services rendered, and/or collections."

PAYROLL:PAY DAYS

Examples: "Paydays are every Friday." "Paydays are every other Friday (or Monday)." "Paydays are the 1st and 15th of every month. If these dates fall on a Saturday, checks will be issued on Friday, if they fall on Sunday, checks will be issued on Monday." "Paydays are once a

month on the 5th."

TIME CARDSExamples: "Hand written time cards are to be filled out by each

employee and are issued on the honor system. Please fill out as accurately as possible." "Time cards must be punched by the time clock. Each

employee is responsible for punching his or her own card. Disciplinary action will be taken, on all parties involved if an employee is caught punching someone else's a time card." "Time cards must be turned

into __________ (office manager/doctor) by ____________ (time & date).

OVERTIMEHow is it handled, when is it considered.

WITHHOLDING AND DEDUCTIBLESA W-4 form should be filled out by each employee at the time of hiring and yearly thereafter. An I-9 form must be filled out by each employee at time of hiring.

1. CREDIT UNION

SALARY CHANGESWhen are they considered?

STAFF MEETINGS: Everyone is expected to attend and participate. An agenda will be followed to enhance the productivity of the meeting.

ROUTINE - at least once a week. SPECIAL - when changes are being made.

SEMINARS:Example: "Seminars are offered as a benefit to the employee to encourage personal growth and experience. Attendance to all classes

is required. Personal notes should be taken. All manuals and prepared material belongs to the clinic and should not be taken home without special permission."

PROFESSIONAL ACTIVITIES/ASSOCIATIONS:Examples: "Professional and community activities are encouraged as

long as the commitment does not interfere with your required duties on the job." "Solicitation of patients for non-clinic activities is

prohibited."

EVALUATION PROCEDURE:

SCHEDULED - 3 months/6 months/every anniversary year.

SPECIAL - after new responsibilities or job classification changes.

GRIEVANCE PROCEDURE:Outline the steps each employee should follow when a problem arises.

Example: Step one - meet with the office manager Step two - meet with the office manager and other party

Step three - meet with the doctor

TERMINATION PROCEDURE:

EMPLOYEE INITIATED Example: "A minimum of two-weeks notice is required, or as soon as

your decision is made regarding your resignation."

EMPLOYER INITIATED Example: "Every effort will be allotted to give you notice of ill-

performance dismissal or unforeseen layoffs. No notice or severance pay will be given if terminated for unprofessional conduct, policy violations or dishonesty."

Samples of Other Employee Policies: (you might wish to include)

CONFIDENTIALITY OF PATIENT RECORDS:Example: "Violation of patient confidentiality can be grounds for immediate dismissal. Information concerning the condition or personal information learned about a patient cannot be discussed with anyone other than the doctor. Discretion within the office is also advised."

DISCUSSION OF CLINIC ACTIVITIES:Example: "Clinic activities, including marketing efforts, purchases,

future plans, or staff discord cannot be discussed outside of this office or with friends and family members."

DOCTOR'S PERSONAL LIFE:Example: "Discussion of the doctor's personal life is strictly prohibited. All inquiries should be referred to the doctor."

INTER-OFFICE GOSSIP:Example: "Gossiping will not be tolerated. Staff members who find

time to sit and discuss matters other than their work at hand, will be reprimanded. This includes discussions with other staff members and patients. Continued violation of this rule may result in dismissal."

STAFF'S PERSONAL LIFE:Example: "While it is this office's goal to work closely as a team and

have a family atmosphere, idle chit-chat about personal issues is not considered conducive to a productive work environment. Staff is not permitted to discuss their personal life with the patients."

SALARIES:Example: "Salaries are strictly confidential. Discussion of salaries between staff members is prohibited."

Acknowledgment of Receipt of Employee Handbook

I have my copy of the practice’s personnel policies and procedures manual that outlines my privileges and obligations as an employee of the practice. I will familiarize myself with the information in this handbook. I also understand that it constitutes policies of this practice, and I will be governed by it.

Since the information in the handbook is necessarily subject to change by actions of the Office Manager/Doctor(s), it is understood that changes in the policies as listed here, may be modified, superseded, or eliminated at any time. All personnel in the practice will be notified of such changes through the usual channels.

This handbook contains only general policy statements and is not to be construed as a contract or agreement with any employee. Employment is provided “at will,” and the practice reserves the right to discharge an employee at any time for any reason.

Signature: ________________________ Date: _____________________

EMPLOYEE'S STATEMENT OF CONFIDENTIALITY The rule of confidentiality requires that all information about a patient be kept strictly protected. A patient's authorization to release information must be in writing and is required in all cases unless it is requested under law.

Confidentiality is not only required by law, it is a moral and an ethical obligation. The doctor/patient relationship must be open and trust is essential for the patient's confidence. All information obtained regarding the patient's condition (personal, physical and mental) shall not be discussed or released without proper authorization.

I understand that in the performance of my duties as an employee of _________________ clinic, I will obtain patient information which is confidential. I acknowledge having been instructed that I must not divulge such information to anyone including my own family.

I have been instructed that my violation of a patient's right to confidentiality may result in a reprimand and possible dismissal from employment. I further agree that this code of confidentiality will be honor by me after my employment or relationship with this office has ended.

______________________ ___________________________Date Signature of Employee

____________________________Print Name

As witness of the above statement, I certify that the above employee has been fully instructed of the importance regarding the breach of confidentiality and the ramifications that may follow if such a violation takes place.

________________________ ____________________________Date Signature of Witness

______________________________

Print Name

Employee Orientation ChecklistTraining Hours

Date Distributed

Date Completed

Office Manager Initials

Employee Initials

Orientation Task W-2 and I-9 form

Employee Handbook

Policy and Procedure Handbook

Compliance Plan Training

Name Tag

Computer Training

Computer Password

Security and Privacy Training

HIPAA Training

OSHA Training

Hepatitis Vaccination Decline/Accept form

Uniform Distribution

Time Card/Clock Orientation

Employee Orientation and First 90-Day Training RecordEmployee:

Position:

Date Hired:

Orientation Type Date Comments

1. Introduction to Physician(s)

2. Introduction to Staff

3. Review of Personnel Policies

4. Review of Job Description

5. Orientation to Office Routine

6.

7.

8.

9.

10.

Training and Continuing Education

Type of Training

Conducted By

Date

Number of Hours

Type of Training

Conducted By

Date

Number of HoursAgenda

Staff Meeting

Dr. _______________________ Date: ______________

Attendees Signatures:______________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________ ____________________

Open Items from last meeting and follow up:

List marketing Promotions ____________________________________________________________________________________________________________________

Must be decided for each item listed above:Dates of marketing promotion_________. How are they being promoted?Who is developing flyer/HandoutsWhen will the flyer/Handout be ready? Date: _________ Is appointment book marked for date of promotion (If applicable)Review what will be said by staff for promotion.Goal or objective to accomplish for promotion.

New Items for Discussion and Brainstorming:_____________________________________________________________________________________________________________________________________________

Educational Topics:________________________________________________________________________________________________________________________________________________

Other:________________________________________________________________________________________________________________________________________________

Job Description: Office ManagerJob Title: Office Manager

Position Summary:Stimulate clinic growth by effective and friendly processing of patients. Completing assigned office duties in an organized and efficient

manner. General oversight and management of staff. Responsible for general function of the practice and financial systems.

Duties:Special Requirements:

Skills: Must be enthusiastic, and have outstanding communication skills. This position requires multitasking, good computer skills. This position requires availability after normal clinic hours and on weekends as well as flexibility in duties. Must be able to report issues directly to doctor immediately.

Level of Responsibilities: Reports to the clinic physician. Note: The above statements are intended to describe the general nature and level of work being performed to the employee assigned to this category. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel.

1. Conducting/maintaining HIPAA Compliance Program2. Implementing/updating Policy and Procedure Manual3. Compiling/delegating daily/weekly/bi monthly and monthly reports and

reviewing them with doctor/owner4. Conducting weekly staff meetings and maintaining or delegating

notes/agenda and needed follow up.5. Leading daily huddles with objectives/areas of concern for day.6. Interviewing and hiring staff as needed with doctor/owner input.7. Completing staff annual evaluations/and counseling as needed 8. Planning/preparing agenda for weekly management meeting with

doctor/owner.9. Working or delegating Account Receivable collection activity weekly.10. Overseeing and reporting write off request with doctor/owner.11. Participation in Marketing Activates as needed.12. Presenting of Financial plans to new patients and extension of

treatment plans.13. Assisting with new patient Consultation interviews and initial

Report of Findings.

14. Data entry or delegation of payments and their appropriate application to patient accounts.

15. Filing or delegation of appeals on denied or incorrectly processed claims.

16. Follow up or delegation on filed appeals. 17. Completion or delegation of financial reports, balance sheets,

monitoring data entry of payments, balance of cash and other payments collected over front desk.

18. Monitors and updates physician credentialing files with contracted third party payers.

19. Makes or delegation collection callas as needed on outstanding accounts.

20. Follow up on delegation and collection of insufficient fund payments by check or credit card.

21. Initiates Auto Debit payments and monitors payment, takes corrective action as needed.

22. Backs up front Desk CA as needed.23. Billing of accounts as scheduled.24. Prepare initial processing for payroll review by doctor weekly.25. Other duties as assigned.

_______________________________ __________Employee Signature Date

_______________________________ __________Manager’s Signature Date

Job Description: Community Relations CAJob Title: Community Relations CAPosition Summary:

Stimulate clinic growth by increasing public and patient awareness of chiropractic and its benefit. This position is responsible for developing

and implementing programs resulting in new patients, monitoring of office programs to improve patient follow through and overall patient satisfaction.

Duties:1. Identifying, scheduling and participating in Health Fairs.2. Establish and maintain relationships with referring attorneys.3. Creating patient education material, and ensure its availability in the

clinic. 4. Maintain Topic of the Month/week program.5. Scheduling and advertising office education programs such as spinal

care classes, stress reduction programs.6. Identifying locations, scheduling of and participation in community

lectures and educational events.7. Establish relationships with and maintain communication with

employer groups as identified as potential referral sources.8. Introduction of Patient Referral Request Forms. 9. Responsible for call back program for referring patients.10. Scheduling and coordination patient appreciation days.11. Coordinating, and participating in patient re-activation program.12. Preparation of patient News Letters. 13. Coordinating all Community Introduction Mailings.14. Coordinating all Direct Mailings15. Distribution of “Health Packages” to local businesses. 16. Scheduling and participation in Focus Groups.17. Preparing Birthday Cards.18. Conducting Office Tours.19. Coordination and review of Practice Surveys.20. Continually search for community, and business contacts that

could be potential stimulators for practice growth. 21. Completion of weekly report on activities and progress of active

programs.22. Maintains current “Office Activity” calendar.23. Other duties as assigned.

Skills: Must be enthusiastic, and have outstanding communication skills. This position requires multitasking, good computer skills, including

word, and publishing knowledge. This position requires availability after normal clinic hours and on weekends. Must have marketing and or 1 year management experience and dependable transportation. Continuation of employment past the probationary period is subject to completion of objectives.

Level of Responsibilities: Reports to the clinic physician. Note: The above statements are intended to describe the general nature and level of work being performed to the employee assigned to this category. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel.


_______________________________ __________Managers Signature Date

Job Description - Receptionist Main Job Tasks and Responsibilities

answer telephone, screen and direct calls take and relay messages provide information to callers greet persons entering clinic direct persons to correct destination deal with queries from the public and patients ensures knowledge of staff movements in and out of office general administrative and clerical support prepare letters and documents receive and sort mail and deliveries schedule appointments maintain appointment diary either manually or electronically organize meetings tidy and maintain the reception area front desk collections maintain patient schedules and keep patients on schedule

Education and Experience high school diploma generally required knowledge of administrative and clerical procedures knowledge of computers and relevant software applications knowledge of customer service principles and practices keyboard skills

Key Competencies verbal and written communication skills professional personal presentation customer service orientation information management organizing and planning attention to detail initiative reliability stress tolerance required to participate in staff and educational meetings perform other specified duties whenever assigned maintain medical records and report statistics as required register patients according to protocols explain clinic policy to patients receiving and delivering messages receptionists handle and manage the continuous flow of information in

doctors' offices

he/she has to organize and maintain forms and office stationary required for front desk activities

good communication with vendors organizing inventory and stockrooms they respect and maintain privacy and dignity of patients, and assure

patient confidentiality at all times receptionists schedule appointments, organize overflowing paper

documents and distribute the required information receptionists should be proficient in using desktop publishing programs

and digital graphics as they have to make spreadsheets, manage data and create documents on computers

receptionists schedule patients and pull patient charts for the day receptionists must open the office in the morning, greet patients, and

direct patients to the appropriate rooms they should always be courteous, polite and helpful to patients at all

time and manage the reception area they should determine the financial status of patients and their

eligibility for health services, assist patients in accurately completing appropriate forms and documents for the required information

receptionists collect and deposit fees according to protocols, prepare and balance daily financial registers and submit all forms and fees to the accounts department

at the close of each working day, receptionist may have to secure the building, turn off or unplug appliances and machines according to protocols and lock all entrances.

To perform all the above mentioned duties, receptionists should have a warm outgoing personality, excellent telephone etiquettes, have the ability to work well under pressure, ability to work accurately and efficiently, ability to interact effectively and in a supportive manner with persons of all backgrounds. If they possess knowledge of more than one language, this would be extremely helpful for most clinics. They must have math skills and know how to use an adding machine.



Job Description – Billing/Insurance CAJob Title: Billing / Insurance Specialist Summary of Duties: Responsible for collecting, posting and

managing account payments. Responsible for submitting claims and following up with insurance companies.

Supervision Received: Reports to Office Manager or Doctor

Essential Functions:1. Prepares and submits clean claims to various insurance companies either electronically or by paper.

2. Answers questions from patients, staff and insurance companies.

3. Identifies and resolves patient billing complaints.

4. Prepares, reviews and sends patient statements.

5. Evaluates patient’s financial status and establishes budget payment plans. Follows and reports status of delinquent accounts.

6. Reviews accounts for possible assignment and makes recommendations to office manager or doctor, also prepares information for the collection agency.

7. Performs daily backups on office computer system

8. Performs various collection actions including contacting patients by phone, correcting and resubmitting claims to third party payers.

9. Reconciles line-by-line payments to claims.

10. Processes payments from insurance companies and prepares a daily deposit. (This duty may also be performed by receptionist or Office Manager.)

11. Participates in educational activities and attends monthly staff meetings.

12. Conduct self in accordance with employee manual.

13. Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations.

Education: High School Diploma or GED.Skills/Experience:1. Knowledge of billing/collection practices.2. Knowledge of computer programs.3. Knowledge of business office procedures.4. Knowledge of basic medical coding and third-party operating procedures and practices.5. Ability to operate a computer and basic office equipment.6. Ability to operate a multi-line telephone system.7. Skill in answering a telephone in a pleasant and helpful manner.8. Ability to read, understand and follow oral and written instructions.9. Ability to establish and maintain effective working relationships with patients, employees and the public.10. Must be well organized and detail-oriented.

Environmental/Working Conditions: Normal office environment. Occasional overtime may be required and/or hours may be shortened as business needs dictate.

Physical Demands: Requires sitting and standing associated with a normal office environment. Manual dexterity needed for using a calculator and computer keyboard.



Job Description – Back Office CABack Office/Exam AssistantAssists in the doctor's with treatment, exam and x-ray proceduresRecords the doctor's examination findingsRecords general body measurementsRecords height and weight dataGathers vital signs, general vision dataCollects blood and urine samplesConducts in-office laboratory testsPrepares patient x-ray identification markersConducts assigned x-ray patient positioning and exposuresConducts x-ray film processing

Therapeutic AssistantConducts certain physiotherapeutic applicationsConducts massage and muscle therapyExplains and distributes diet and exercise regimensTeaches routine home-therapy and rehabilitative procedures

Clinical Administrative Functions of Back Office AssistantsProcesses work and school leaves or absences and maintains recordsProcesses or types narrative reportsChecks outside laboratory invoicesMaintains x-ray filesChecks clinical supply shipmentsMaintains clinical supply inventory controlMaintains cleanliness and sanitation of clinical areas and equipment

Patient Relations of Back Office AssistantOrients patients to pertinent equipment and proceduresExplains the necessity of patient cooperation for optimal recoveryTeaches good health habits and hygienePerforms assigned counsel to patient's family when necessary

Provide excellent customer service and serve as the first point of contact for all patients

May assist with scheduled appointments and answer phone calls May assist insurance with billing and paperwork; must understand

insurance because they are the point of contact for patients with insurance questions

Required skills and education: High school diploma or GED; strong written and verbal communication skills; ability to work well under pressure.

General Communication Skills

In-person, look patients the eye whenever you are speaking to them. Never call yourself a “PT assistant” or “therapist.” Never give healthcare or therapy care advise that has not been given

to you from the doctor. Never allow the patient to instruct you on which service they want. Never tell the patient “It’s OK if that is uncomfortable, it is suppose to

be.” Always listen to the patient and report all complaints to the doctor.

Back Office Chiropractic Assistant Job Duties

Chiropractic assistants' duties include keeping a chiropractic office in line throughout the business day. This might include assisting the front desk with registering arriving patients, checking out departing patients, managing patients' files, checking in and out chiropractic equipment and supplies, recording vital signs to answering phones.

Some other duties may also include the following:

Maintaining and keeping track of office supplies Verifying insurance Sorting mail Transferring patients Maintaining an orderly work area Laundering towels and gowns used in the office Cleaning tables and equipment



Doing employee reviews{Clinic Name}

Employee: ______________________________ Date: ___________________

Position: ________________________ Annual Review/___90 Day Review

Rating system:1=Severely Below Expectations 2=Improvement Needed3=Meets expectations 4=Exceeds Expectations 5=Excellent

Areas employee meets or exceeds expectations:Expected job function Rating

Areas needing Improvement:Expected job

functionRating Action to be taken

for improvement

Employee’s goals:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Employer’s comments:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Recommended Continue Employment: _____Placed on probation: _____Probation extended ____ days: _____

Employee Signature: ______________________________ Date__________

Employer’s Signature: _____________________________ Date__________

DAILY CHECKLISTName: Date:

Use this form as a guide throughout the day to help remember the normal duties of the office.

Morning duties completeListen to and write down the answering machine messagesCheck office email for appointment changes & information “Submitted” from office websiteDaily house keepingReady travel cards and prepare fee sheetsReady Today’s Specials

New Patient’s start file for patientverify insurance

Report of Findings

ready patients files and x-rayshas insurance been verified?ready multiple schedule calendar

Update & Final Exams ready patients files

ready proper forms (interim, final report)

Fill in Today’s Specials form and review with the doctorReview appointment book from previous work days and complete the Missed Appointment LogPlace non compliant patients (patients you can not reschedule) on the Doctors Daily Call ListMissed appointments have been called within 30 min. (update Doctors Daily Call List during the day)All names in appointment book accounted for with proper color codeProper collection procedures followed (review who needs to pay today while getting travel cards ready)Referral steps followed (promote referrals from our patients)Doctor has finished daily paper work (diagnosis, treatment plans etc.)Doctors Daily Call List completed and reviewed with the doctorPractice Growth Record and referral source form filled out completely

Day sheet Double check fee slips with appointment bookDouble check that the fee slip totals match the day sheet totals

Deposit insurance checks written up by 6:00pmDeposit slip complete

Forms completed Today’s Specials Doctors Daily Call

ListReceptionist Daily Checklist

Missed Appointment Log

Reviewed Clinic Tasks Form

Patient Compliance Record

Check office email for appointment changes & information “Submitted” from office websitePM duties complete

Answering machine setManagement Notes:

{Clinic Name)

Area to be Trained Completed/DateExperience New Patient Process

Exam/ConsultNew Patient Paper work

ROFOffice Walk Through

Explanation of equipment and conditions used for treatment

Review of office hours and expected time to report to work

Retrieval of afterhours messages and process for response

Phone scriptsNew Patient

General GreetingMissed Appointments

CancelationsDress Code

Types of cases treatedWorkers Compensation

Insurance (Plans participating)Auto Accident

OtherScheduling

Time allowed for New patientsROF

Re-examFiling

Charts location Existing Patient

New Patients (different types)Review of all paper work or forms

used in officeBilling

Days submittedTracer Reports

Follow upPosting of payments

Reports due to PhysicianDaily

WeeklyBi-Monthly

Monthly

HIPAA ReviewSign Confidentiality Statement

Releasing of RecordsAccounting Log

Reporting a violation or complaintCompliance Officer Job Duty Check List

Job DescriptionOpening ProcedureClosing Procedure

Recording or time worked (time clock/payroll sheet)

Pay periodsTime off policy

Holidays recognized by practice

Orientation OutlineChiropractic Assistant

Office OrientationTourExplanation of EquipmentType of Specialty TreatmentsTime allowed for new patientsTime allowed for returning patients Process for appointmentsForms completed for new patientsForms completed for returning patientsFinancial Plans availableHIPAA confidentiality Statement

Day TwoMaterials currently available

Location of the following:Business CardsBannersTable displaysPatient education materialsBrochuresRecent Ads or marketing doneScreening devicesOther

Day ThreeTraining on Marketing Plan

Review with PSILocation/Review of clinic planned marketing activities

Objectives/Goals Review of clinic current statsReview of clinic goalsGoals for bonus program

Patient Retention Procedures Day Four

Training on ReactivationTraining on closing techniqueReview of Marketing Check List

Day FiveDevelopment of Six Part Marketing Plan for 3 months

Additional training based on activity planned

Creating a signature KEY so that initials can be utilized for official signatures on documentation

{Clinic Name}Employee Name

(Printed)Signature Initials

Performance Review

Employee Name: _______________________ Date of Review: _______________

Counseling Step: One Two Three

Deficient Areas:1. ___________________________________________________2. ___________________________________________________3. ___________________________________________________4. ___________________________________________________

Corrections Needed:1. ___________________________________________________2. ___________________________________________________3. ___________________________________________________4. ___________________________________________________

Next Review Date: _______________________

Employee Comments:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If the above improvement areas not achieved next counseling step: Two Three Termination

______________________________________________ __________________Employee Signature Date

______________________________________________ ___________________Supervisor Signature Date