Page 9 - R2P Front Desk Manual v1

Evening/Closing Coordinator Duties
● Sort mail; put mail in appropriate staff folders/boxes and discard any junk/spam items
● Record any cancellations (inside 24 hours ONLY) or no-show appointments from the day
in the appropriate clinic’s Cancellation/No Show Log
● Scan and upload the previous day’s reconciled Payment Log with receipts and copies of
checks to folder in Google Drive
● Scan and upload Insurance EOBs/Payment logs to WebPT External Documents
○ Add a Chart Note to document each payment received in the patient’s chart
● Upload outcomes for the next day to the iPad (evals, progress notes, discharges)
○ If unable to load the full day, please at least load any outcomes for appointments
the next morning up until 9:00am
○ Check battery level of iPad and plug in to charge if necessary
● Print Payment Log after last payment has been input
○ Group by: Date of Transaction, confirm Start/End Date, Payment Method: All
○ Make copy of checks
○ Paperclip all receipts and checks from the day to printed log and copy of checks
● Print agenda for next day
● Count cash in blue money bag (should be $100 in small bills)
● Tidy up Front Desk area; put away or discard in shred box any items containing Patient
Health Information
● Clean bathrooms and restock items
● Empty and take out trash
● Vacuum and other cleaning as necessary
● Lock up any necessary items (laptop, drawers)
● Bring mat inside, turn off TVs/music/lights, lock door

Changing of Shifts - Ongoing Continuity
Before exit of shift:
● Review all Slack messages and respond to those intended for you
● All voicemail messages should be responded to, with no new message left on voicemail
● Communicate all necessary information to incoming Coordinator to be sure all patient
needs and interoffice items are addressed

Last Update: 7/11/19