Intake Specialist/ Medical Receptionist

Key Responsibilities

• This position is the front line of support for the site and may perform a variety of tasks, including but not limited to:
  • Greeting volunteers and other visitors as soon as they arrive;
  • Obtain/verify proper identification of each volunteer and upload into CTMS;
  • Prepare, provide and explain the necessary documents for them to complete and read.
  • Provide answers, information, and conversation to the volunteers making them feel comfortable and confident in their decision to participate in a trial;
  • Answer inbound calls and emails with a high level of customer service;
  • Place reminder calls to confirm scheduled appointment (according to guidelines);
  • Assist with appointment rescheduling as needed;
  • Call volunteers who are 15 minutes or more late to arrive for their appointment;
  • Notify appropriate staff of volunteer’s arrival and ensure they promptly come to greet them;
  • Complete visits in the CTMS with strong attention to detail to ensure the maximum revenue is captured for billing. 
  • Updates CTMS with subject profile(demographics) and file/upload W9 form;
  • Assign payment cards and issue stipend payments following visit completion;
  • Coordinates / schedules transportation for volunteers;
  • Maintain tracker of no-show volunteers until reschedule has been completed; 
  • Maintain tracker of screening volunteers without an upcoming scheduled appointment; 
  • Send weekly reports of appointment statuses to clinic staff to avoid missed appointments;
  • Maintain a list of studies conducted at site and have general understanding of each;
  • Submit medical records requests and track their progress;
  • Sorting and distributing incoming mail; coordinating postage details & pick ups as needed for all outbound mail;
  • Placing supply orders;
  • Compiling office correspondence, filing, copying, collating, scanning as needed; 
  • Assist with preparing materials for study startup / SIVs;
  • May assist with special projects as needed;
  • Performs all other duties that may be requested or assigned.

Skills, Knowledge and Expertise

• Must have excellent customer service skills.
• Proficiency with computer applications such as internet, email and Microsoft applications, and the ability to type proficiently (40+ wpm). 
• Must possess strong organizational skills, attention to detail, and have basic math proficiency. 
• Well-developed written and verbal communication skills.  
• Well-developed interpersonal and listening skills and the ability to work well independently as well as with co-workers, subjects, managers and external customers.  
• Ability to effectively handle multiple tasks, and adapt to changes in workloads and priorities.
• Ability to be professional, respectful of others, self-motivated, and exemplify a strong work ethic.
• Must possess a high degree of integrity and dependability.
• Ability to work under minimal supervision.
• Ability to handle highly sensitive information in a confidential and professional manner, and in compliance with HIPAA guidelines.
  
  

Benefits

• Full-time employees regularly scheduled to work at least 30 hours per week are benefits-eligible, with coverage starting on the first day of the month following date of hire. 
• Medical, dental, vision, life insurance, short and long-term disability insurance, health savings accounts, supplemental insurances, and a 401k plan with a safe harbor match are offered.