Job description and orientation checklists

_________ CHIROPRACTIC

JOB DESCRIPTION

Job 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 duties listed 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

_______________________________ ______________________Managers Signature Date

_________ CHIROPRACTIC

JOB DESCRIPTION

Community relations CA

Job Title: Community Relations CA

Position 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:

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 duties listed 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. 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.Responsible for call back program for referring patients.11.Scheduling and coordination patient appreciation days.12.Coordinating, and participating in patient re-activation program.13.Preparation of patient News Letters. 14.Coordinating all Community Introduction Mailings.15.Coordinating all Direct Mailings16.Distribution of “Health Packages” to local businesses. 17.Scheduling and participation in Focus Groups.18.Preparing Birthday Cards.19.Conducting Office Tours.20.Coordination and review of Practice Surveys.21.Continually search for community, and business contacts that could be

potential stimulators for practice growth. 22.Completion of weekly report on activities and progress of active

programs.23.Maintains current “Office Activity” calendar.24.Other duties as assigned.

_______________________________ ________________________Employee Signature Date

_______________________________ ________________________Managers Signature Date

CHECKLISTName:       Date:      

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

Morning duties complete

Listen to and write down the answering machine messages

Check office email for appointment changes & information “Submitted” from office website

Daily house keeping

Ready travel cards and prepare fee sheets

Ready Today’s Specials

New Patient’s start file for patient

verify insurance

Report of Findings ready patients files and x-rays

has insurance been verified?

ready multiple schedule calendar

Update & Final Exams ready patients files

Fill in Today’s Specials form and review with the doctor

Review appointment book from previous work days and complete the Missed Appointment Log

Place non compliant patients (patients you can not reschedule) on the Doctors Daily Call List

Missed 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 code

Proper 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 doctor

Practice Growth Record and referral source form filled out completely

Day sheet Double check fee slips with appointment book

Double check that the fee slip totals match the day sheet totals

Deposit insurance checks written up by 6:00pm

Deposit slip complete

Forms completed Today’s Specials Doctors Daily Call List

Receptionist Daily Checklist Missed Appointment Log

Reviewed Clinic Tasks Form Patient Compliance Record

Check office email for appointment changes & information “Submitted” from office website

PM duties complete

Answering machine set

Area to be Trained Completed/DateExperience New Patient ProcessExam/ConsultNew Patient Paper workROFOffice Walk ThroughExplanation of equipment and conditions used for treatmentReview of office hours and expected time to report to workRetrieval of afterhours messages and process for responsePhone scriptsNew PatientGeneral GreetingMissed AppointmentsCancelationsDress CodeTypes of cases treatedWorkers CompensationInsurance (Plans participating)Auto AccidentOtherSchedulingTime allowed for New patientsROFRe-examFilingCharts location Existing PatientNew Patients (different types)Review of all paper work or forms used in officeBillingDays submittedTracer ReportsFollow upPosting of paymentsReports due to PhysicianDailyWeeklyBi-MonthlyMonthly

HIPAA ReviewSign Confidentiality StatementReleasing of RecordsAccounting LogReporting a violation or complaintCompliance Officer Job Duty Check ListJob DescriptionOpening ProcedureClosing Procedure

Recording or time worked (time clock/payroll sheet)Pay periodsTime off policyHolidays recognized by practice

Create 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

See attached AddendumsAddendum A Current Initiatives

Addendum B Weekly Reporting

Agenda

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/handouts

When 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:

________________________________________________

________________________________________________

________________________________________________

SAMPLE NEW PATIENT SCRIPT

WHEN WAS THE LAST TIME YOU SAW THE DOCTOR? ____________________________NEW PATIENT _______RETURNING PATIENT

NAME:____________________________________________________________________________

ADDRESS:________________________________________________________________________

CITY:_______________________________________________ ZIP:__________________________

HOME PHONE: ________________________ WORK PHONE: ___________________________

WHO REFERRED YOU TO OUR OFFICE? __________________________________________

IS THIS RELATED TO AN ACCIDENT? _____________________________________________(1) AUTO:________________________________DATE OF ACCIDENT:_____________________YOUR CAR INSURANCE CO: ______________________ POLICY NO:_____________________OTHER DRIVER'S NAME: __________________________NO:____________________________OTHER DRIVER'S INS: _____________________________NO:____________________________

(2) WORK:_____________________________ DATE OF ACCIDENT:_______________________HAVE YOU REPORTED THE ACCIDENT?TO WHOM:____________________________________________NO:_________________________

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INSURANCE:______________________________________INS. CO:________________________POLICY NO:______________________________________PHONE NO:______________________

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APPOINTMENT SET FOR: DAY_________ DATE________ TIME ___________

****DIRECTIONS GIVEN****"WE WILL LOOK FORWARD TO SEEING YOU AT __________________(repeat time)"

SPECIAL NOTES: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

PROCEDURE FOR BALANCING FOR THE DAY

(SAMPLE DAY SHEET – Manual or Computer)

BASIC STEPS:

ADJUSTING ACCOUNTS:

WHEN TO

DOCTOR'S INITIALS

PROOF OF POSTING:

DAILY CHECKS AND BALANCES

BANK DEPOSITS:

RESPONSIBILITY OF

CHECKED BY

TAKEN TO THE BANK

(WHEN)

(BY WHOM)

RULE: Close out EVERY day, balance EVERY day.

MISSED APPOINTMENTS:

Call the patient as soon as you realize that they are late--usually 15 minutes after the scheduled time. Keep trying until the patient is reached. If you talk to another family member, co-worker or are leaving a message on an answering machine, remember to be discreet! Simply leave your name and number and ask that they call back. Do not say that they have missed an appointment. Never assume that because you have left a message, the patient got it. If you do not hear back within 24 hours, call again.

APPOINTMENTS AND SCHEDULING – Computerized or Manual

APPOINTMENT BOOK:

(SAMPLE)

WE WORK ON A ____ MINUTE TIME SCHEDULE

BASIC PROCEDURE:

(COLOR CODED)

ADJUSTMENTS:

NEW PATIENTS:

Time needed

EMERGENCY PATIENTS:

WALK-IN NEW PATIENTS:

REPORTS:

1. NEW PATIENTS

2. RE-EXAM/RE X-RAY

RE-EVALUATIONS:

RE-ACTIVATED:

Has not been in for _______months

New condition

New carrier

RE-SCHEDULING/CANCELLATIONS:

NUMBER OF ATTEMPTS ______

PROCEDURE (TURN OVER TO:) ____________

MISSED APPOINTMENTS:

TIME TO CALL _____ MINUTES AFTER PATIENT IS LATE

NUMBER OF ATTEMPTS TO MAKE _____

PROCEDURE (TURN OVER TO:) ____________

PROCEDURE RULE

From the first phone call to the multi-appointment care treatment schedule patients should know that importance of being on a SCHEDULE.

Your office runs on an appointment schedule for the consideration of their time and the time of your other patients. They should be respectful of the time allotted for their visit and not show up late or walk-in.

Remember that your patients will not stay on their schedule if you don’t stay on yours! If a patient has reserved a time and is on time, do not take walk-in, early, or late patients ahead of him or her.

SAMPLE Informed Consent

I hereby request and consent to treatment from this doctor/clinic including the performance of chiropractic adjustments and other chiropractic procedures, including physical medicine therapy and rehab; diagnostic x-rays, examinations or other testing for my condition.

I have had an opportunity to discuss with the doctor of chiropractic and/or with other office or clinic personnel the nature and purpose of chiropractic adjustments and other procedures. I fully understand that results are not guaranteed.

I understand and am informed that, as with all treatment, in the practice of chiropractic there are some risks. I do not expect the doctor to be able to anticipate and explain all risks and complications, and I wish to rely upon the doctor to exercise judgment during the course of the procedure which the doctor feels at the time, based upon the facts then known to him or her, is in my best interest.

I have read, or have had read to me, the above consent. I have also had an opportunity to ask questions about its content, and by signing below I agree to begin treatment.

I intend this consent form to cover the entire course of treatment for my present condition and for any future condition(s) for which I may continue to seek treatment from this facility.

Patient’s Signature ______________________________Date _________________

Witness’ Signature ______________________________Date__________________

NEW PATIENT PROCEDURE

FORMS:

1. TREATMENT OF MINORS2. HIPAA Privacy Acknowledgement3. Confidential Medical Information4. Contact Form

INTERVIEW WITH DOCTOR:

INTERVIEW WITH FINANCIAL CLERK:

COURTESY ATTENTION:

CHECK OUT PROCEDURE:

l. SCHEDULED FOR REPORT of FINDINGS (ROF)

NEW PATIENT CHECKLIST

FRONT DESK:

_____ COPY DRIVER'S LICENSE_____ COPY INSURANCE CARD (FRONT & BACK)_____ FORMS FILLED OUT COMPLETELY (FINISH IN RED PEN)_____ HIPAA PRIVACY ACKNOWLEDGEMENT FORM SIGNED_____ NEXT APPOINTMENT MADE_____ ADD TO BIRTHDAY LIST_____ ADD TO MAILING LIST_____ NEW PATIENT LETTER SENT_____ THANK YOU SENT TO REFERRING PATIENT

INSURANCE:

_____ FINANCIAL ARRANGEMENTS MADE_____ INSURANCE ASSIGNED_____ INSURANCE VERIFIED_____ FORMS SIGNED_____ COPY OF INSURANCE POLICY_____ ATTORNEY AGREEMENT (ASSIGNMENT/LIEN) SENT_____ DIAGNOSIS VERIFIED_____ TICKLER FILE FOR REPORT MADE

DOCTOR:

_____ EXAM FINDINGS CHARTED_____ X-RAY FINDINGS CHARTED_____ DIAGNOSIS DONE_____ TREATMENT PLAN MADE_____ FIRST VISIT CALL MADE_____ PERSONAL THANK YOU CARD SENT

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.

Signature of Employee: ____________________________ Date: ______________

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.

Signature of Witness: _____________________________ Date: ______________